Re: FOSDEM 2014: Draft call for talks, funding proposal

[Andrea Pescetti <pe...@apache.org>]

On 27/11/2013 Oliver-Rainer Wittmann wrote:
> I would like to prefer to concentrate my time on the development. Thus,
> please can somebody take over responsibility here.

So let's see where we are on this topic, since invitations are being 
sent in these days to the accepted speakers. I won't ask for personal 
reimbursements, so I can take care of the process if we don't have other 
volunteers (if we do have volunteers, please speak up!).

> The process should be something like
> - We need to agree on how much money we want to spend
> - We need to agree on the conditions that need to be meant to recieve
> funding
> - We need to agree on the granting/selection process

I think this was already covered at the beginning of this thread and got 
consensus. Tersely, this was "a flat reimbursement of 200 Euros for 
accepted speakers who ask for it". But we need more detail to know how 
to apply it. So in detail, I would say this means:

1) Total budget: 1000 EUR (5 people) will be enough.

2) Conditions to be eligible for funding (all must be verified):
2a) Be an accepted speaker for the Open Document Editors devroom at 
FOSDEM 2014
2b) Present a talk concerning OpenOffice (this is kind of obvious, but 
the devroom will host talks about several products)
2c) Not have alternate sources of funding
2d) Apply for funding on the dev list, stating the amount one wish to 
have reimbursed (up to 200 EUR, but less if one spends less; eligible 
expenses are travel + hotels; if expenses are still unknown, I suggest 
applying for 200 EUR and then the reimbursement will be done according 
to the actual expenses)
2e) Be actually present in person at FOSDEM to deliver the talks, or we 
won't give the reimbursement even if accepted.
2f) If requested by the treasurer, present copies of the relevant invoices.

3) Granting/selection process: we won't receive more than 5 
applications, and probably less than that. If we receive more, or if we 
receive applications that need discussion, the PMC will decide and make 
its decision criteria and results public.

> - We need to clarify the payment details with <tr...@apache.org>

OK, so I will be doing this unless someone else is available to talk to 
the treasurer and take care of discussing with him.

Regards,
   Andrea.

---------------------------------------------------------------------
To unsubscribe, e-mail: dev-unsubscribe@openoffice.apache.org
For additional commands, e-mail: dev-help@openoffice.apache.org

Re: FOSDEM 2014: Draft call for talks, funding proposal

[Andrea Pescetti <pe...@apache.org>]

jan i wrote:
> On 3 January 2014 23:31, Andrea Pescetti wrote:
>> 2c) Not have alternate sources of funding
> I agree, but that needs to be more precise, otherwise "alternate sources"
> include my bank account.

Well, it means: if someone else is paying for your travel and hotel 
expenses, the project won't reimburse you; if money is coming out of 
your pocket (or bank account, or credit card, or debit card... do not 
take this too literally), you are eligible. So it's "funding" as 
"someone else paying for your expenses".

>> 2d) Apply for funding on the dev list, stating the amount one wish to have
>> reimbursed (up to 200 EUR, but less if one spends less; eligible expenses
>> are travel + hotels; if expenses are still unknown, I suggest applying for
>> 200 EUR and then the reimbursement will be done according to the actual
>> expenses)
> It might be a matter of wording, but this is not "flat imbursement", that
> is "max. imbursement".
> I agree we need control, but its either "flat" == fixed or against
> expenses. The lazy consensus was for flat reimbursement.

"Flat" means 200 EUR, "reimbursement" means that you actually spent 
them. So, drop 2d and the related complexity. But I think that the 
Apache treasurer will want to see the tickets/invoices/receipts in any 
case. So keep in mind that, if the treasurer believes that he is 
"reimbursing" an amount that exceeds the actual expenses, he may reduce 
it and just ensure that all the speaker's expenses are covered. In your 
case (double room in hotel), I expect that the hotel costs will simply 
be divided by two in the treasurer's calculations.

>> 2f) If requested by the treasurer, present copies of the relevant invoices.
> See topic on flat reimbursement.

For transparency, we will need to have tickets/invoices/receipts 
available. If in your case these apply to both you and your wife, you 
don't need special provisions: the treasurer will take care of that.

> I think its important that we apply a 4 eye principle, meaning those that
> get reimbursement cannot be the contact to the treasurer, that way there
> can be no dispute about misuse (which I understand have earlier been the
> case).

There has never been misuse of funds. And there has never been the doubt 
that the project misused funds. The check about respecting the ASF's 
charity status is about applying Apache's internal rules and ensuring, 
for example, that reimbursements are not misused as concealed payments 
(if we "reimbursed" 10,000 EUR or 10,000$ to someone to go to FOSDEM, 
this would be problematic since it is a clearly excessive amount of 
money compared to the average expenses). In our case we are just giving 
a contribution toward expenses (like we did in the one other occasion, 
ApacheCon 2012, for a couple speakers coming from outside Europe), so 
there is no dispute about possible misuse.

Regards,
   Andrea.

---------------------------------------------------------------------
To unsubscribe, e-mail: dev-unsubscribe@openoffice.apache.org
For additional commands, e-mail: dev-help@openoffice.apache.org

Re: FOSDEM 2014: Draft call for talks, funding proposal

[jan i <ja...@apache.org>]

On 3 January 2014 23:31, Andrea Pescetti <pe...@apache.org> wrote:

> On 27/11/2013 Oliver-Rainer Wittmann wrote:
>
>> I would like to prefer to concentrate my time on the development. Thus,
>> please can somebody take over responsibility here.
>>
>
> So let's see where we are on this topic, since invitations are being sent
> in these days to the accepted speakers. I won't ask for personal
> reimbursements, so I can take care of the process if we don't have other
> volunteers (if we do have volunteers, please speak up!).
>
>  The process should be something like
>> - We need to agree on how much money we want to spend
>> - We need to agree on the conditions that need to be meant to recieve
>> funding
>> - We need to agree on the granting/selection process
>>
>
> I think this was already covered at the beginning of this thread and got
> consensus. Tersely, this was "a flat reimbursement of 200 Euros for
> accepted speakers who ask for it". But we need more detail to know how to
> apply it. So in detail, I would say this means:
>
> 1) Total budget: 1000 EUR (5 people) will be enough.
>
> 2) Conditions to be eligible for funding (all must be verified):
> 2a) Be an accepted speaker for the Open Document Editors devroom at FOSDEM
> 2014
>
+1

> 2b) Present a talk concerning OpenOffice (this is kind of obvious, but the
> devroom will host talks about several products)
>
+1

> 2c) Not have alternate sources of funding
>
I agree, but that needs to be more precise, otherwise "alternate sources"
include my bank account.


> 2d) Apply for funding on the dev list, stating the amount one wish to have
> reimbursed (up to 200 EUR, but less if one spends less; eligible expenses
> are travel + hotels; if expenses are still unknown, I suggest applying for
> 200 EUR and then the reimbursement will be done according to the actual
> expenses)
>
It might be a matter of wording, but this is not "flat imbursement", that
is "max. imbursement".

I agree we need control, but its either "flat" == fixed or against
expenses. The lazy consensus was for flat reimbursement.

I have no problem showing the expenses, but I look forward to see how they
are calculated since I travel with my wife. flight + hotel (3nights) will
be more than 200,- EUR for a single person, so in my opinion 2d) just adds
complexity.

2e) Be actually present in person at FOSDEM to deliver the talks, or we
> won't give the reimbursement even if accepted.
>
+1

> 2f) If requested by the treasurer, present copies of the relevant invoices.
>
See topic on flat reimbursement.

>
> 3) Granting/selection process: we won't receive more than 5 applications,
> and probably less than that. If we receive more, or if we receive
> applications that need discussion, the PMC will decide and make its
> decision criteria and results public.
>
+1

>
>  - We need to clarify the payment details with <tr...@apache.org>
>>
>
> OK, so I will be doing this unless someone else is available to talk to
> the treasurer and take care of discussing with him.
>
Please read my comment above in the view that I will be applying for
reimbursement.

I think its important that we apply a 4 eye principle, meaning those that
get reimbursement cannot be the contact to the treasurer, that way there
can be no dispute about misuse (which I understand have earlier been the
case).

rgds
jan I.


> Regards,
>   Andrea.
>
> ---------------------------------------------------------------------
> To unsubscribe, e-mail: dev-unsubscribe@openoffice.apache.org
> For additional commands, e-mail: dev-help@openoffice.apache.org
>
>