[Oceania-Board] FOSS4G 2025 Auckland Letter of Intent

Sun Feb 4 16:52:08 PST 2024

I think this crew in New Zealand could send this proposal without OSGeo
Oceania's endorsement, and that would be very bad.

Endorsement of a grass-roots initiative is easy, however this one will
probably require a lot of OSGeo Oceania's resources. Both institutional
resources like financial accounts and status as a legal entity, as well as
personnel resources to deliver the activity.

That level of commitment should be made purposefully.

I haven't seen evidence of that level of commitment - especially the
personnel resources side - to warrant endorsement. If a groundswell of
grassroots organisers does emerge, then there won't be a problem, but that
is an external liability that we will have trouble mitigating (we will have
trouble financing paid staff if volunteers don't eventuate).

A staged approach sounds reasonable, especially with a lot of communication
with the community to generate interest (and hopefully a volunteer base).

On Mon, 5 Feb 2024 at 09:13, Alex Leith via Oceania-Board <
oceania-board at lists.osgeo.org> wrote:

> Hey John
>
> I think the involvement of OO is required, and it’s a good point that we
> should pull that out and make it explicit.
>
> I’d expect that OO is the hosting entity, and would receive and disburse
> money. Normally, the host org retains something like 20% of the surplus,
> with the rest going back to OSGeo.
>
> Other support expected would be things like TGP expertise, probably
> governance-level oversight, similar to our regional events, and so on.
>
> Cheers,
>
> *Alex Leith*
> m: +61 419 189 050
> https://auspatious.com
>
>
> On Mon, 5 Feb 2024 at 9:00 am, John Bryant <johnwbryant at gmail.com> wrote:
>
>> So, for now, given the short time frame, is it enough for OSGeo Oceania
>> to say "We think this sounds like a good concept, and may or may not be
>> directly involved"?
>>
>> I ask because if a deeper commitment is implied, we have work to do to
>> understand the implications. If not, it seems like a simpler discussion.
>>
>> Cheers
>> John
>>
>> On Mon, 5 Feb 2024 at 05:36, Alex Leith <alexgleith at gmail.com> wrote:
>>
>>> Hi Simon and John
>>>
>>> Thanks for putting it together, Simon.
>>>
>>> I think a staged endorsement is a good approach, John. For now, it would
>>> be great for the organising committee to have some kind of endorsement of
>>> the concept and broad strokes of the plan. There'll be gates later, where
>>> there's more detail on things such as financials, whether or not to use a
>>> PCO (has advantages like probably not needing a NZ entity to receive money)
>>> and how big to aim.
>>>
>>> Anyhow, it would be good to get more thoughts from the rest of the Board
>>> as well as anyone in the broader OO community.
>>>
>>> Cheers,
>>>
>>> On Sat, 3 Feb 2024 at 14:22, John Bryant via Oceania-Board <
>>> oceania-board at lists.osgeo.org> wrote:
>>>
>>>> Thanks Simon, well done to you and the rest of the group on pulling
>>>> this together quickly.
>>>>
>>>> Given we have a pretty short time frame, the board needs to work its
>>>> way through this fairly quickly, hopefully with some discussion before the
>>>> board meeting this Friday.
>>>>
>>>> To help us frame up the discussion, can you give us your thoughts on
>>>> what it means for OSGeo Oceania to endorse this proposal? Do you need any
>>>> specific commitments? It could be quite easy to give a general "yes, this
>>>> sounds nice, good luck" but I presume you're hoping for more than that :)
>>>>
>>>> I imagine we could look at a staged endorsement, ie. a general one for
>>>> the LOI deadline of the 15th and a more in-depth commitment by the 3 May
>>>> deadline for the full proposal.
>>>>
>>>> What do you think? What specific commitments do you think you'll
>>>> want/need now and later?
>>>>
>>>> Cheers
>>>> John
>>>>
>>>> On Mon, 29 Jan 2024 at 09:24, Simon Nitz via Oceania-Board <
>>>> oceania-board at lists.osgeo.org> wrote:
>>>>
>>>>> Hi All
>>>>>
>>>>> On behalf of the Local Organising Committee, below are links to a
>>>>> “Letter of Intent” and “draft budget” for hosting the global FOSS4G
>>>>> Conference 2025 in Auckland.
>>>>>
>>>>> The OSGEO conference committee have set a due date of 15 February 2024
>>>>> for letters of Intent for the FOSS4G Conference 2025.
>>>>>
>>>>> We would be looking for the OSGEO Oceania board to review and endorse
>>>>> prior to that date.
>>>>>
>>>>>
>>>>>
>>>>> FOSS4G 2025 Auckland Letter of Intent
>>>>>
>>>>>
>>>>> https://docs.google.com/document/d/1V1jvFRYkl2nPqEGXBBnq7X3RqIvzh_qERln29dlTlKA/edit?usp=drive_link
>>>>>
>>>>>
>>>>>
>>>>> Draft budget (to be further refined if we make it through to the full
>>>>> proposal stage)
>>>>>
>>>>>
>>>>> https://docs.google.com/spreadsheets/d/1EOQyFYqBnyoC32WyvJY6wMkBTbl0L2btx0TQE3Sl7is/edit?usp=drive_link
>>>>>
>>>>>
>>>>>
>>>>> Let me know if you have any questions or if you need edit rights to
>>>>> the documents or the Google Drive folder at
>>>>> https://drive.google.com/drive/folders/0AAYlI6c7YHbnUk9PVA
>>>>>
>>>>>
>>>>>
>>>>> Cheers
>>>>>
>>>>> Simon
>>>>>
>>>>> *Simon Nitz | GIS Lead*
>>>>> P: +64 349 3052 | M: +64
>>>>> www.whanganui.govt.nz
>>>>> *Whanganui District Council | | | Whanganui *
>>>>>
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>>>>> <https://www.whanganui.govt.nz/Online-Services/Antenno>
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>>>
>>>
>>> --
>>> *Alex Leith*
>>> m: +61 419 189 050
>>> https://auspatious.com
>>>
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