[Oceania-Board] 2024-2025 budget
Alex Leith
alexgleith at gmail.com
Sun Jun 2 19:41:04 PDT 2024
Hi John
Regarding Hobart, we have a handful of registrations and one sponsorship
already, and we have over a dozen submissions to talk, with over a month to
go. I've reviewed the budget and started capturing actuals, and everything
is still aligned to the approved budget in terms of expenses. In short, I'm
optimistic we'll achieve a surplus of at least $30 k.
Also, keep in mind that if we do hold the 2025 global event in Auckland,
we'll likely start receiving revenue next FY.
Cheers,
On Mon, 3 Jun 2024 at 12:27, John Bryant via Oceania-Board <
oceania-board at lists.osgeo.org> wrote:
> Hi all, we need to sort out our budget ASAP so that we can have clarity on
> spending for the next financial year (which begins on 1 July). We've said a
> few times we need to give clarity on TGP in particular. I think we should
> try to wrap it up at our board meeting this Friday, if possible.
>
> I've updated this draft budget sheet
> <https://docs.google.com/spreadsheets/d/1gRWZXt1bZqTqNMf5sr7Ff5dH4Sp_Nabe4QoZHPPPpmw/edit#gid=1487652216> with
> as much current info & projections as I can. *I've currently got 3
> scenarios but I think our budget should settle on one*, and perhaps do a
> budget review once we get a better idea of Hobart revenue.
>
> A few notes/questions:
>
> - Current FOSS4G SotM Oceania 2024 amounts are based on the approved
> conf budget, minus GST and amounts paid/received in FY 2023-24. @Alex
> Leith <alexgleith at gmail.com> are there any updates to these projected
> amounts? Do we have a sense yet of which scenario is most likely, or is it
> too early to say? I think this is our biggest variable.
> - Community investments: we need to decide on our approach. Do we take
> a conservative approach and increase this amount as we gain confidence in a
> Hobart surplus, or do we "go big" and hope for the best?
> - Our operational expenses are relatively fixed, but we could find
> ways to save here, if we put some effort in.
> -
> - We could get a bit more interest income by using a term deposit, if
> we know how much we can lock away and for how long.
>
> Also, a fairly big one... there's still the question of FOSS4G
> 2025 Auckland, and what impact that would have on our budget. Right now
> it's in there as an expense, with no revenue, I'm not sure if this is
> right. We should be finding out any day now whether this is happening, so
> maybe we stand by until we know?
>
> The bottom line is distinctly in the red but the FOSS4G 2025 amount is
> effectively a loan that will be repaid in future, without this amount we're
> at a surplus (assuming Hobart projections are reasonable).
>
> Thoughts?
>
> Cheers
> John
>
> On Sat, 4 May 2024 at 17:53, Dorothy D.Pion <ddpion at mra.gov.pg> wrote:
>
>> Hi Alex,
>>
>> Sorry for the delay in getting back to you all.
>>
>> It's unfortunate that we won't be receiving funding from TGP this year.
>> We'll need to cover expenses ourselves for now. Considering this, we may
>> need to reassess our budget and possibly reduce the number of TGP grants we
>> can offer this year?
>>
>> Eli, Let me know your thoughts on this.
>>
>> Best regards,
>> Dorothy
>>
>>
>>
>> *Dorothy D.Pion*Senior Cartographer
>> Mineral Resources Authority | PO Box 1906, Port Moresby 121, Papua New
>> Guinea | *P: *(675) 2072250 |* F: * | *E: *ddpion at mra.gov.pg | *W: *
>> www.mra.gov.pg
>>
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>> ------------------------------
>> *From:* Oceania-Board <oceania-board-bounces at lists.osgeo.org> on behalf
>> of Alex Leith via Oceania-Board <oceania-board at lists.osgeo.org>
>> *Sent:* Saturday, May 4, 2024 9:01 AM
>> *To:* John Bryant <johnwbryant at gmail.com>
>> *Cc:* OSGeo Oceania Board <oceania-board at lists.osgeo.org>
>> *Subject:* Re: [Oceania-Board] 2024-2025 budget
>>
>> HEre's what Angelos said:
>>
>> Unfortunately the TGP budget is out for this year :(
>> The financial year starts Jan 1st.
>>
>>
>> Amending the budget is a possibility if we get funding during the year.
>>
>> So, I guess we won't get cash from them this time, unfortunately.
>>
>>
>>
>> On Thu, 2 May 2024 at 13:04, Alex Leith <alexgleith at gmail.com> wrote:
>>
>> Yeah, ok. I guess we'll need to cover it ourselves then... will need to
>> re-assess.
>>
>> I'll let you all know if I hear anything different from Angelos.
>>
>> On Thu, 2 May 2024 at 08:01, John Bryant <johnwbryant at gmail.com> wrote:
>>
>> I'm not 100% sure but I think it's Apr-Mar.
>>
>> This was approved in February
>> <https://wiki.osgeo.org/wiki/Board_Meeting_2024-02-06#OSGeo_Budget_2024> (amounts
>> in USD):
>>
>> - Travel Grant Program: 10k $ to be approved. The direction is to use
>> 7k for global FOSS4G and 3k for local events.
>>
>> So our request was for their entire local event TGP budget, probably
>> we're asking for far too much.
>>
>> Cheers
>> John
>>
>> On Thu, 2 May 2024 at 05:54, Alex Leith <alexgleith at gmail.com> wrote:
>>
>> What is their financial year?
>>
>> I'll ask Angelos if we can request again for the next FY.
>>
>> On Thu, 2 May 2024 at 07:18, eli via Oceania-Board <
>> oceania-board at lists.osgeo.org> wrote:
>>
>> oh that's not nice. I suppose the lesson is learned, we need to apply for
>> the TGP as soon as OSGeo plan their budget next time.
>>
>> Il giorno gio 2 mag 2024 alle ore 09:15 John Bryant via Oceania-Board <
>> oceania-board at lists.osgeo.org> ha scritto:
>>
>> Hi all, FYI:
>>
>> Unfortunately our request for TGP funding from OSGeo was not approved,
>> see meeting minutes
>> <https://wiki.osgeo.org/wiki/Board_Meeting_2024-04-30#FOSS4G_SotM_Oceania_TGP_Request>.
>> The OSGeo TGP budget has already been spent for this year.
>>
>> John
>>
>> On Wed, 24 Apr 2024 at 10:16, John Bryant <johnwbryant at gmail.com> wrote:
>>
>> I think it's a good idea to model a pessimistic scenario, but the $4k
>> surplus isn't that pessimistic - it's based on a conference surplus that's
>> more than double Auckland's surplus.
>>
>> A moderately pessimistic scenario would have to contain the possibility
>> the 2024 conference surplus is similar to 2023, ie ~13k. I'm optimistic
>> too, but given that Auckland is a much bigger market than Hobart, and cost
>> of living pressures are making people very cautious about discretionary
>> spending, I think we have to consider it within the realm of possibility.
>>
>> I've done a moderately pessimistic "scenario 2" in the simplified sheet
>> that includes this contingency. It puts the TGP at $15k, reduces other
>> community investment (grants, sponsorship, WGs) by $5k, and it puts us at a
>> loss of ~$12k. Hopefully very unlikely, but at this stage we just don't
>> know - our most recent experience indicates that it's possible.
>>
>> I don't think we're in a financial position right now to allocate more
>> than we've ever spent on TGP, at a point when we're at maximum uncertainty
>> about conference income. Our past experience has shown us we can approach
>> it progressively - allocate a modest amount now, and increase it when we
>> become more confident we have the surplus to support it.
>>
>> I guess what I'm saying is that I think we should start small, and grow
>> it when we hit sponsorship and registration targets, otherwise we run the
>> risk we 1) make a large loss again next year and/or 2) have to cut
>> other community investments.
>>
>> Cheers
>> John
>>
>> On Wed, 24 Apr 2024 at 07:24, Alex Leith <alexgleith at gmail.com> wrote:
>>
>> Hi John
>>
>> I think targeting a $4 k surplus is ok in the pessimistic scenario.
>>
>> I really hope that we can deliver something like a $60 k surplus from the
>> conference, like we did in Melbourne and Wellington. I'm always fairly
>> optimistic, but I have had a lot of people say that they're excited to come
>> to Hobart, and we can handle a pretty big crowd... so maybe we'll exceed
>> expectations.
>>
>> I'm ok with starting the budget with a modest TGP allocation of $15 k
>> including the OSGeo cash and increasing if we can.
>>
>> Cheers,
>>
>> On Tue, 23 Apr 2024 at 19:32, John Bryant <johnwbryant at gmail.com> wrote:
>>
>> Thanks Elisa, that's really helpful input. I had a rough idea of what had
>> happened, but I didn't know we hadn't actually planned to do PGRSC as part
>> of the program. So this year, should we proactively include other events in
>> our TGP budget?
>>
>> Let me ask everyone... what if we zoom out for a moment, simplify, and
>> think of the budget as having 3 major components:
>>
>> - *Conference surplus*: Virtually all of our income is derived from
>> this one source, and needs to pay for everything else, so this is crucial;
>> but it's handled in detail by another budget - we can provide oversight
>> using that budget.
>> - *Operational expenses*: These are relatively predictable and fixed;
>> we can fiddle with them a bit, but it looks like they'll be somewhere in
>> the range of $6000-10000.
>> - *Community Investment expenses*: This is where we have the most
>> discretion. For the current financial year we're on target to spend around
>> $20k.
>>
>> *So.... what if we figure out the total amount we can afford to spend in
>> the Community Investment category, and then allocate that into TGP, Grants,
>> Sponsorship, and Committees/WGs?* The benefit of this approach is 1) we
>> spend what we can afford and 2) we consider the relative impact where
>> we invest. We have a finite amount of money - if we spend $10k on X, we
>> can't spend it on Y or Z, even if Y or Z might actually have a bigger
>> impact.
>>
>> It forces us to contend with the question: If our total community
>> investment spend is $25k, and we spend $15k on the TGP, do we cut back on
>> other grants and sponsorship?
>>
>> I've added a "simple" version to this tab of the budget sheet
>> <https://docs.google.com/spreadsheets/d/1gRWZXt1bZqTqNMf5sr7Ff5dH4Sp_Nabe4QoZHPPPpmw/edit#gid=1487652216>
>> to make it a little easier to reason with, and I've adjusted a couple of
>> numbers based on Alex's suggestions. Even with ops costs cut right back,
>> and "only" 10k allocated to TGP, it leaves us with a relatively modest
>> surplus of $4300. Increase the TGP to 15k and we're in the red - would need
>> to cut it from somewhere else (or ensure we have a bigger conference
>> surplus).
>>
>> John
>>
>> On Tue, 23 Apr 2024 at 15:47, eli <elipuccioni at gmail.com> wrote:
>>
>> 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
>>
>>
>>
>>
>>
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>>
>>
>> --
>> *Alex Leith*
>> m: +61 419 189 050
>> https://auspatious.com
>> _______________________________________________
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>>
>>
>> --
>> *Alex Leith*
>> m: +61 419 189 050
>> https://auspatious.com
>>
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>>
>> --
>> *Alex Leith*
>> m: +61 419 189 050
>> https://auspatious.com
>>
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>>
>>
>> --
>> Potrebbe andar peggio...potrebbe piovere!
>> _______________________________________________
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>>
>>
>> --
>> *Alex Leith*
>> m: +61 419 189 050
>> https://auspatious.com
>>
>>
>>
>> --
>> *Alex Leith*
>> m: +61 419 189 050
>> https://auspatious.com
>>
>>
>>
>> --
>> *Alex Leith*
>> m: +61 419 189 050
>> https://auspatious.com
>>
> _______________________________________________
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