[Oceania-Board] 2024-2025 budget

eli elipuccioni at gmail.com
Tue Apr 23 00:47:19 PDT 2024 

Actually I have an input re:TGP:
The higher budget we had for Auckland and (hopefully) we will have for
Hobart is aiming to enable more participation from the pacific. We have
noticed that smaller grants cut the majority of the pacific applicants off,
due to the cost of traveling. So I’m in full support of this higher
spending on TGP (no surprises here!).
Moreover, because of the problems with NZ immigration last year, we “moved”
people from Auckland to Suva, so PGRSC grantees were actually FOSS4G
winners, we didn’t have a separate budget and program for that conference.
That said, one of my personal goals would be extending the TGP to relevant
conferences in the Pacific, especially the PGRSC, but I understand that
might not be possible to implement every year and will depend on our
finances.

Cheers,
Elisa

Potrebbe andar peggio...potrebbe piovere!


Il giorno mar 23 apr 2024 alle 19:36 eli <elipuccioni at gmail.com> ha scritto:

> Thanks both Alex and John for this and support of I’m not adding much
> input in this. As Jonah said, I am too learning from your expertise and
> feel I still have a bit of learning to do before contributing more actively!
>
> Cheers,
> Elisa
>
> Potrebbe andar peggio...potrebbe piovere!
>
>
> Il giorno mar 23 apr 2024 alle 18:40 John Bryant via Oceania-Board <
> oceania-board at lists.osgeo.org> ha scritto:
>
>> Thanks Alex, I've made a few modifications to the sheet based on your
>> suggestions:
>>
>>    - split event income & expenses (I used the Hobart budget middle
>>    scenario for these amounts, ex GST)
>>    - split the single conference line into separate lines for each event
>>    - put OSGeo TGP grant into 2024 projected rather than 2025 budgeted
>>
>> Having the conference items separated out like that is a bit more
>> complex, but I like the extra detail. The big thing that jumps out at me,
>> though, is the need to refine the conference estimates as early as we can.
>>
>> Re: TGP, I'm certainly open to the suggestion of increasing it (if we
>> have good reason), I think it's an important part of what we do.
>>
>> It would be great to have more insight into how much money we actually
>> need, and what we're aiming for. By my calculations, this is what we've
>> spent over the years:
>>
>>    - Melbourne 2018: $4650 for 7 people
>>    - Wellington 2019: $9000 for 14 people
>>    - Auckland 2023: $6400 for 5 people
>>    - PGRSC 2023: $5100 for 3 people
>>
>> Would the Hobart TGP be significantly different from Auckland? Should we
>> include other events this year (eg PGRSC) in our budget?
>>
>> One other thought - in 2018 and 2019, we started off with a modest budget
>> for the TGP and increased it as we became more confident we had the funds.
>> Could this approach work for us this year as well?
>>
>> By the way, everyone, Alex and I are engaging in this, but he's right,
>> all board members should be thinking about our finances and providing their
>> input (please).
>>
>> Cheers
>> John
>>
>> On Mon, 22 Apr 2024 at 18:32, Alex Leith <alexgleith at gmail.com> wrote:
>>
>>> Ok, so here's the notes from the march minutes
>>> <https://docs.google.com/document/d/1LMz-7ENIqbuE-QGhqB6ryO9bDRYFS0E4bxZMgjJQb2w/edit>
>>> :
>>>
>>>    - Intent to allocate 10k to TGP (pending FY24/25 budget discussion
>>>    and approval)
>>>    - Planning to request USD5k from OSGeo (Dorothy will write it up)
>>>
>>> It's a little ambiguous, but I'd like to request that we allocate $10 k
>>> from the OO budget plus the $5 k (AUD) from OSGeo.
>>>
>>> We've kicked off the TGP early, and I'm hoping we can spend our
>>> allocation and bring as many people as we can along to the event in Hobart,
>>> so if we're as successful as we have been in past years, I'd love to
>>> increase the amount that's available too.
>>>
>>> If we have a starting point of $15 k, that will set Dorothy up nicely to
>>> start planning.
>>>
>>> On Mon, 22 Apr 2024 at 19:44, John Bryant <johnwbryant at gmail.com> wrote:
>>>
>>>> Thinking a bit more about TGP...
>>>>
>>>> I suggest this:
>>>>
>>>>    - we allocate $10k to TGP (including OSGeo $5000)
>>>>    - if the OSGeo request is declined, we reconsider our allocation
>>>>    - if/when conference sponsors provide extra TGP funds, we increase
>>>>    the amount accordingly
>>>>
>>>> In total, this would be roughly in line with how much we spent last
>>>> year, and should be enough for the 10 TGP registrations allocated in the
>>>> conference budget, potentially with money left over for other events.
>>>>
>>>> Cheers
>>>> John
>>>>
>>>> On Mon, 22 Apr 2024 at 15:28, John Bryant <johnwbryant at gmail.com>
>>>> wrote:
>>>>
>>>>> I wasn't at the March meeting, but it sounded like the outcome was
>>>>> that the discussion would happen later when we talked about the budget. I
>>>>> don't think we've had any other discussions about it?
>>>>> So I reckon this is the budget discussion where we should make that
>>>>> decision.
>>>>>
>>>>> These seem like relevant points:
>>>>>
>>>>>    - the Hobart conf budget accounts for 10 TGP regos
>>>>>    - this year we spent ~12k including the OSGeo $5k
>>>>>
>>>>> I haven't seen an accounting of last year's TGP (number and amount of
>>>>> grants) but it would be useful, if anyone knows about it?
>>>>>
>>>>> Cheers
>>>>> John
>>>>>
>>>>> On Mon, 22 Apr 2024 at 15:12, Alex Leith <alexgleith at gmail.com> wrote:
>>>>>
>>>>>> Oh, I thought we agreed on $20 k like last year?
>>>>>>
>>>>>> Apologies if I remembered wrong.
>>>>>>
>>>>>> Was the $10 k you thought we agreed including the OSGeo money?
>>>>>>
>>>>>> *Alex Leith*
>>>>>> m: +61 419 189 050
>>>>>> https://auspatious.com
>>>>>>
>>>>>>
>>>>>> On Mon, 22 Apr 2024 at 5:11 PM, John Bryant <johnwbryant at gmail.com>
>>>>>> wrote:
>>>>>>
>>>>>>> Thanks everyone, great comments so far.
>>>>>>>
>>>>>>> Alex, one question, you said "We have earmarked $20 k for the TGP
>>>>>>> for the Hobart conference"... all I'm aware of is a discussion at the March
>>>>>>> board meeting where the outcome was: "Intent to allocate 10k to TGP
>>>>>>> (pending FY24/25 budget discussion and approval)"
>>>>>>>
>>>>>>> Where does the $20k figure come from?
>>>>>>>
>>>>>>> Cheers
>>>>>>> John
>>>>>>>
>>>>>>> On Mon, 22 Apr 2024 at 09:04, Jonah Sullivan <
>>>>>>> jonahsullivan79 at gmail.com> wrote:
>>>>>>>
>>>>>>>> I'm really glad to see Alex and John engaging on the very important
>>>>>>>> topic of financial probity. I probably shouldn't have raised my hand as
>>>>>>>> treasurer, considering my lack of experience and annoying work commitments,
>>>>>>>> but I'm glad to be more involved in the process - I'm learning a lot
>>>>>>>> already.
>>>>>>>>
>>>>>>>> On Mon, 22 Apr 2024, 08:53 Alex Leith via Oceania-Board, <
>>>>>>>> oceania-board at lists.osgeo.org> wrote:
>>>>>>>>
>>>>>>>>> Hi John
>>>>>>>>>
>>>>>>>>> For this FY, here's some comments:
>>>>>>>>>
>>>>>>>>>    - I requested travel grant funding from OSGeo a week ago for
>>>>>>>>>    $3,500 USD. That should be received this FY, I expect.
>>>>>>>>>    - The other hard to forecast difference is sponsorship and
>>>>>>>>>    ticket sales for the conference, which should start happening this FY. I'm
>>>>>>>>>    hoping to start reaching out to potential sponsors, and some organisations
>>>>>>>>>    like spending money in the current FY. I expect to have some money flowing
>>>>>>>>>    in soon.
>>>>>>>>>    - I want to note that since our term deposits matured in
>>>>>>>>>    December, and we received ~$1,800, we haven't now got any cash earning
>>>>>>>>>    interest. I think it would be a good idea to put money away in a 12 month
>>>>>>>>>    term deposit, as we can now achieve 4.75% interest, so on $50 k, that's
>>>>>>>>>    over $2,000 of free money!
>>>>>>>>>    - We perhaps need a budget line for conference 2024, since we
>>>>>>>>>    have paid the deposit for the venue at $14 k.
>>>>>>>>>
>>>>>>>>> For the 2025 budget:
>>>>>>>>>
>>>>>>>>>    - The $25 k surplus is quite conservative. I think we'll do
>>>>>>>>>    better than that for the conference, but it's nice to be conservative in
>>>>>>>>>    budgeting!
>>>>>>>>>    - We have earmarked $20 k for the TGP for the Hobart
>>>>>>>>>    conference. With $5 k coming from OSGeo, that leaves a worst case of $15 k
>>>>>>>>>    from OO. (This will be topped up by the conference with a portion of
>>>>>>>>>    sponsorship going to TGP.)
>>>>>>>>>
>>>>>>>>> And just a note that we should be doing budgeting with the balance
>>>>>>>>> sheet in mind too. We currently have $60 k in the bank, which is unusually
>>>>>>>>> low, mostly because we have started paying expenses for the 2024
>>>>>>>>> conference, but haven't got any income yet.
>>>>>>>>>
>>>>>>>>> Now it's a fairly minor thing, but I would prefer to have a
>>>>>>>>> separate line for conference income and conference expenses. We sometimes
>>>>>>>>> have smaller regional events, and it's good to see the difference in
>>>>>>>>> expense/income per event.
>>>>>>>>>
>>>>>>>>> And one of those boring reminders too that as Board Directors, we
>>>>>>>>> need to remember that we are all individually accountable for the financial
>>>>>>>>> health of the organisation, we can't delegate that responsibility to
>>>>>>>>> others, so please engage with this important work and make sure you
>>>>>>>>> understand it!
>>>>>>>>>
>>>>>>>>> Cheers,
>>>>>>>>>
>>>>>>>>> Alex
>>>>>>>>>
>>>>>>>>> [image: image.png]
>>>>>>>>>
>>>>>>>>>
>>>>>>>>> Cheers,
>>>>>>>>>
>>>>>>>>> On Sun, 21 Apr 2024 at 12:58, John Bryant via Oceania-Board <
>>>>>>>>> oceania-board at lists.osgeo.org> wrote:
>>>>>>>>>
>>>>>>>>>> Hi board,
>>>>>>>>>>
>>>>>>>>>> The 2024-2025 financial year (FY25) begins on 1 July.
>>>>>>>>>>
>>>>>>>>>> It would be good to move the FY25 budget forward, ideally we can
>>>>>>>>>> approve it in May but I'm sure there will be some discussion required.
>>>>>>>>>> Perhaps we can discuss in this thread over the next couple of weeks and put
>>>>>>>>>> it on the agenda for further discussion at the May board meeting?
>>>>>>>>>>
>>>>>>>>>> My ambition with this is to:
>>>>>>>>>>
>>>>>>>>>>    - come up with a realistic set of numbers we can use to guide
>>>>>>>>>>    spending decisions in the upcoming financial year
>>>>>>>>>>    - set targets for income, community investment, and
>>>>>>>>>>    ultimately, a surplus to help keep us solvent
>>>>>>>>>>    - provide clear and visible financial targets and priorities
>>>>>>>>>>    to the community
>>>>>>>>>>
>>>>>>>>>> Can you please review the attached PDF and/or the Google Sheet
>>>>>>>>>> <https://docs.google.com/spreadsheets/d/1gRWZXt1bZqTqNMf5sr7Ff5dH4Sp_Nabe4QoZHPPPpmw/edit#gid=61568483>?
>>>>>>>>>> I've listed several questions that I hope will help us move it forward.
>>>>>>>>>>
>>>>>>>>>> Your comments and questions please!
>>>>>>>>>>
>>>>>>>>>> Thanks
>>>>>>>>>> John
>>>>>>>>>>
>>>>>>>>>> On Fri, 29 Mar 2024 at 16:15, John Bryant <johnwbryant at gmail.com>
>>>>>>>>>> wrote:
>>>>>>>>>>
>>>>>>>>>>> Hi all,
>>>>>>>>>>>
>>>>>>>>>>> We discussed at the February board meeting that we should get
>>>>>>>>>>> moving on a budget for next year. I want to kick off a discussion towards
>>>>>>>>>>> hopefully having a first draft within the next few weeks, and a final draft
>>>>>>>>>>> for approval in May.
>>>>>>>>>>>
>>>>>>>>>>> I have a sheet here
>>>>>>>>>>> <https://docs.google.com/spreadsheets/d/1gRWZXt1bZqTqNMf5sr7Ff5dH4Sp_Nabe4QoZHPPPpmw/edit#gid=0> with
>>>>>>>>>>> the current year projected and actual amounts for context.
>>>>>>>>>>>
>>>>>>>>>>> For now, do you have any specific items on your wish list for
>>>>>>>>>>> next year?
>>>>>>>>>>>
>>>>>>>>>>> I have a few suggestions and questions:
>>>>>>>>>>>
>>>>>>>>>>>    - *Distinct "Operational" & "Community Investment" expense
>>>>>>>>>>>    categories*. By doing this, we make sure we allocate enough
>>>>>>>>>>>    to keep the lights on, and then we have better sight of what we can afford
>>>>>>>>>>>    to invest in community programs.
>>>>>>>>>>>    - *Separate grants and sponsorship*. They're accounted for
>>>>>>>>>>>    separately in Xero and I think it caused some confusion this year when we
>>>>>>>>>>>    overspent on the combined item. We ultimately increased the budget amount
>>>>>>>>>>>    but for a time the Grants committee was unsure if they should hit pause. By
>>>>>>>>>>>    separating these, I think we add clarity.
>>>>>>>>>>>    - *Remove "Special Interest Groups"?* We don't really have
>>>>>>>>>>>    any SIGs (OSM SIG has never been active, QGIS SIG wound up in June 2022). I
>>>>>>>>>>>    still think we should make these kinds of investments in OSM and QGIS
>>>>>>>>>>>    community groups of course, but maybe we do it under sponsorship and grants
>>>>>>>>>>>    line items?
>>>>>>>>>>>    - *TGP:* At the last board meeting there was talk of ~10k
>>>>>>>>>>>    for the Travel Grant Program, is this the right amount? It sounds like the
>>>>>>>>>>>    Hobart conference may have about $5000 to add to this, depending on
>>>>>>>>>>>    sponsorship (Alex correct me if I've got this wrong!).
>>>>>>>>>>>
>>>>>>>>>>> Also I think we'll need to make a projection on the conference
>>>>>>>>>>> surplus, perhaps this is an item for discussion at the next board meeting
>>>>>>>>>>> on the 3rd.
>>>>>>>>>>>
>>>>>>>>>>> Your thoughts?
>>>>>>>>>>>
>>>>>>>>>>> Cheers
>>>>>>>>>>> John
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>> _______________________________________________
>>>>>>>>>> Oceania-Board mailing list
>>>>>>>>>> Oceania-Board at lists.osgeo.org
>>>>>>>>>> https://lists.osgeo.org/mailman/listinfo/oceania-board
>>>>>>>>>>
>>>>>>>>>
>>>>>>>>>
>>>>>>>>> --
>>>>>>>>> *Alex Leith*
>>>>>>>>> m: +61 419 189 050
>>>>>>>>> https://auspatious.com
>>>>>>>>> _______________________________________________
>>>>>>>>> Oceania-Board mailing list
>>>>>>>>> Oceania-Board at lists.osgeo.org
>>>>>>>>> https://lists.osgeo.org/mailman/listinfo/oceania-board
>>>>>>>>>
>>>>>>>>
>>>
>>> --
>>> *Alex Leith*
>>> m: +61 419 189 050
>>> https://auspatious.com
>>>
>> _______________________________________________
>> Oceania-Board mailing list
>> Oceania-Board at lists.osgeo.org
>> https://lists.osgeo.org/mailman/listinfo/oceania-board
>>
>
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