[Aust-NZ] [Fwd: Re: [OSGeo-Conf] Conference funding]

[Tim Bowden]

-------- Forwarded Message --------
From: Frank Warmerdam <warmerdam at pobox.com>
To: Tim Bowden <tim.bowden at westnet.com.au>
Cc: conference <conference_dev at lists.osgeo.org>
Subject: Re: [OSGeo-Conf] Conference funding
Date: Sat, 10 Nov 2007 11:24:26 -0500

Tim Bowden wrote:
> In putting together the Aust-NZ bid for FOSS4G09, the question has been
> raised as to the procedures for handling money.  Is it the preferred
> option for the PCO that's been engaged to provide the funding and
> receiving sponsorship money as required, with OSGeo picking up the
> remains (or God forbid, making up the shortfall) at the end, or would
> OSGeo like to take a more active hand in managing the finances?  As far
> as the local chapter is concerned, I don't think we quite have the
> resources to handle that on our own <grin>.

Tim,

For 2007 OSGeo signed a contract with Sea to Sky, the local conference
service organization who then administered a bank account on behalf of
OSGeo for the conference.  All funds flowed through that account and
after windup is complete the remainder will be returned to OSGeo though
technically the whole operation is considered to be on behalf of OSGeo.

Something similar is being established for 2008.

Generally the local conference committee needs to have fairly direct
access to the money through the process, so you don't want it all handled
out of OSGeo's main accounts in the US.  But it is important to put in place
clear controls and accounts given that the amounts of money are substantial.

OSGeo does normally provide multiple "local committee" members, and part of
their task is ensuring that the conference is staying on budget.  As well
the board needs to approve a fairly detailed budget and any really substantial
variation from that budget.

These details are normally worked out post-selection, but your local group
should expect a certain amount of meddling by OSGeo and we reserve the right
to "pull the plug" if we feel things are spinning out of control.

(the above is my interpretation of what is happening and would happen, but
is not authoritative OSGeo policy)

Best regards,