Conference Committee F2F 2016 - Revision history

Stevenfeldman: /* Meeting Minutes */

2016-09-06T09:52:14Z

Meeting Minutes

Stevenfeldman: /* Meeting Minutes */

2016-09-02T12:07:30Z

Meeting Minutes

Stevenfeldman: /* Action Items */

2016-09-02T12:06:41Z

Action Items

Stevenfeldman: /* Meeting Minutes */

2016-09-02T12:04:50Z

Meeting Minutes

Elil: OSGeo not OSGEO or other, see also, http://www.osgeo.org/content/foundation/legal/trademark_guidelines.html

2016-08-26T15:31:09Z

OSGeo not OSGEO or other, see also, http://www.osgeo.org/content/foundation/legal/trademark_guidelines.html

Jive: /* Action Items */

2016-08-26T13:50:25Z

Action Items

Gsteinmon: Adding meeting minutes

2016-08-25T16:17:46Z

Adding meeting minutes

Stevenfeldman at 12:04, 25 August 2016

2016-08-25T12:04:18Z

Elil: Add default OSGeo committee guidelines

2016-08-24T15:13:34Z

Add default OSGeo committee guidelines

Elil at 15:10, 24 August 2016

2016-08-24T15:10:55Z

@@ Line 36: / Line 36: @@
 ** European & North American years should share a percentage (dependent on level of financial support offered by OSGeo) of surplus from conference with OSGeo organisation.
 ** Rest of World years should target a minimum of a break with a lower expectation of the share of surplus being returned to OSGeo. A larger share of any surplus should be reinvested into local OSGeo activities.
 ** Break even and cost should be sliding scale based on ranking based on language used on OSGeo sponsorship page
 ** LOC needs entity with bank account to participate in the submission process

@@ Line 39: / Line 39: @@
 ** LOC needs entity with bank account to participate in the submission process
 ** For LOC's that are not chosen for FOSS4G, someone from the Conference Committee should reach out to them and suggest a smaller local event. Potentially OSGeo could offer some seed funding for a regional event (criteria and controls will need to be agreed).
 * Discussion on how can continuity be kept between each year?

@@ Line 50: / Line 50: @@
 Steven
 * will make a rough draft of a FOSS4G conference support position to be filled by someone who can help current year FOSS4G LOC with insight on running there conference.
 * will work on trimming non-participating committee members from the group and then invite new members.
 * will define what requirements are needed for a new committee members

@@ Line 26: / Line 26: @@
 = Meeting Minutes =
-* RFP for FOSS4G 2018 will be completed by the end of October
+* RFP for FOSS4G 2018 will be drafted, circulated, approved and issued by the end of October
 * 3 Year cycle is confirmed (2016-Europe, 2017-North America, 2018-Rest of the world)
@@ Line 34: / Line 34: @@
 * Steven suggests for 2018 and any other rest of the world year
 **Committee should make no specific guidance for attendance cost, except to make it affordable for local participants
-** European & North American years should share a percentage of surplus from conference with OSGeo organization, but rest of the years should be encouraged to reinvest money into local OSGeo activities and it would be acceptable to break even.
+** European & North American years should share a percentage (dependent on level of financial support offered by OSGeo) of surplus from conference with OSGeo organisation.
 ** Break even and cost should be sliding scale based on ranking based on language used on OSGeo sponsorship page
 ** LOC needs entity with bank account to participate in the submission process
-** For LOC's that are not chosen for FOSS4G, someone from the board should reach out to them and suggest a smaller local event. This can be funded by OSGeo at a loss.
+** For LOC's that are not chosen for FOSS4G, someone from the Conference Committee should reach out to them and suggest a smaller local event. Potentially OSGeo could offer some seed funding for a regional event (criteria and controls will need to be agreed).
 * Discussion on how can continuity be kept between each year?

@@ Line 34: / Line 34: @@
 * Steven suggests for 2018 and any other rest of the world year
 **Committee should make no specific guidance for attendance cost, except to make it affordable for local participants
-** European & North american years should share a percentage of surplus from conference with OSGEO organization, but rest of the years should be encouraged to reinvest money into local osgeo activities and it would be acceptable to break even.
+** European & North American years should share a percentage of surplus from conference with OSGeo organization, but rest of the years should be encouraged to reinvest money into local OSGeo activities and it would be acceptable to break even.
-** Break even and cost should be sliding scale based on ranking based on language used on OSGEO sponsorship page
+** Break even and cost should be sliding scale based on ranking based on language used on OSGeo sponsorship page
 ** LOC needs entity with bank account to participate in the submission process
-** For LOC's that are not chosen for FOSS4G, someone from the board should reach out to them and suggest a smaller local event. This can be funded by OSGEO at a loss.
+** For LOC's that are not chosen for FOSS4G, someone from the board should reach out to them and suggest a smaller local event. This can be funded by OSGeo at a loss.
 * Discussion on how can continuity be kept between each year?
-* Jody clarified the relationship between the OSGEO Board and the conference committee
+* Jody clarified the relationship between the OSGeo Board and the conference committee
 ** The conference committee chair should direct and make choices
 ** The board will chime in with the chair if there are issues that need to be discussed
@@ Line 46: / Line 46: @@
 =Action Items=
 Jody
-* will direct Steven to ranking language from OSGEO sponsorship page
+* will direct Steven to ranking language from OSGeo sponsorship page
 Steven

← Older revision		Revision as of 16:17, 25 August 2016
Line 24:		Line 24:
	** A regular feature in "Lessons Learned" is volunteer burn out, and lack of experience carried from one FOSS4G to the next. This in part has been mitigated by FOSS4G global events being selected in locations where FOSS4G regional events have already been tested. So question is: '''Should OSGeo sponsor a person or organisation to act as "FOSS4G supporter"''' who has the role of collating FOSS4G knowledge and sharing it from one event to the next, paid out of the profits of FOSS4G events?		** A regular feature in "Lessons Learned" is volunteer burn out, and lack of experience carried from one FOSS4G to the next. This in part has been mitigated by FOSS4G global events being selected in locations where FOSS4G regional events have already been tested. So question is: '''Should OSGeo sponsor a person or organisation to act as "FOSS4G supporter"''' who has the role of collating FOSS4G knowledge and sharing it from one event to the next, paid out of the profits of FOSS4G events?
	* AOB		* AOB
		+
		+	= Meeting Minutes =
		+	* RFP for FOSS4G 2018 will be completed by the end of October
		+
		+	* 3 Year cycle is confirmed (2016-Europe, 2017-North America, 2018-Rest of the world)
		+
		+	* Discussion about economic inclusiveness and what should be required for a Rest of the world year
		+
		+	* Steven suggests for 2018 and any other rest of the world year
		+	**Committee should make no specific guidance for attendance cost, except to make it affordable for local participants
		+	** European & North american years should share a percentage of surplus from conference with OSGEO organization, but rest of the years should be encouraged to reinvest money into local osgeo activities and it would be acceptable to break even.
		+	** Break even and cost should be sliding scale based on ranking based on language used on OSGEO sponsorship page
		+	** LOC needs entity with bank account to participate in the submission process
		+	** For LOC's that are not chosen for FOSS4G, someone from the board should reach out to them and suggest a smaller local event. This can be funded by OSGEO at a loss.
		+
		+	* Discussion on how can continuity be kept between each year?
		+	* Jody clarified the relationship between the OSGEO Board and the conference committee
		+	** The conference committee chair should direct and make choices
		+	** The board will chime in with the chair if there are issues that need to be discussed
		+
		+	=Action Items=
		+	Jody
		+	* will direct Steven to ranking language from OSGEO sponsorship page
		+
		+	Steven
		+	* will make a rough draft of a FOSS4G conference support position to be filled by someone who can help current year FOSS4G LOC with insight on running there conference.
		+	* will work on trimming non-participating committee members from the group and then invite new members.
		+	* will define what requirements are needed for a new committee members

@@ Line 1: / Line 1: @@
 Suggested agenda and notes for a face to face meeting of the Conference Committee, interested members of the OSGeo Board and any others with an interest in the call for proposals for FOSS4G 2018
-The date/time of the meeting is to be agreed by means of a [http://doodle.com/poll/es6s24345uddy2e6 doodle poll]. '''Now confirmed for 16.00 to 17.00 local time on Thursday 25th September.''' Room to be confirmed
+The date/time of the meeting is to be agreed by means of a [http://doodle.com/poll/es6s24345uddy2e6 doodle poll]. '''Now confirmed for 16.00 to 17.00 local time on Thursday 25th September.''' Room will be the '''Speakers Corner''' there will also be a [https://plus.google.com/hangouts/_/calendar/c2hmZWxkbWFuQGdtYWlsLmNvbQ._68rj2ci26oq38ba18gq32b9k84o3eb9o8h0k8b9p8oo46d1h68p44c1p64?authuser=0 google hangout] for those who want to 'dial in'
 Please feel free to add topics or comment on topics in advance of the meeting (indicate who is making the edit)

@@ Line 20: / Line 20: @@
 ** Conference date - Was in September for years and recently has been a little earlier, [https://lists.osgeo.org/pipermail/conference_dev/2016-April/003692.html list email]
 * Review CfP papers and timetable
-* Membership of Conference Committee (this is a long outstanding topic which we may wish to discuss before the voting for 2018 commences).  Eli's opinions on membership [https://lists.osgeo.org/pipermail/conference_dev/2016-March/003656.html list email].
+* Membership of Conference Committee (this is a long outstanding topic which we may wish to discuss before the voting for 2018 commences).  Eli's opinions on membership [https://lists.osgeo.org/pipermail/conference_dev/2016-March/003656.html list email].  See also the default [[Committee_Guidelines | OSGeo Committee guidelines]].
 * Paid coordinator role - should one be introduced? (Suggested by Cameron)
 ** A regular feature in "Lessons Learned" is volunteer burn out, and lack of experience carried from one FOSS4G to the next. This in part has been mitigated by FOSS4G global events being selected in locations where FOSS4G regional events have already been tested. So question is: '''Should OSGeo sponsor a person or organisation to act as "FOSS4G supporter"''' who has the role of collating FOSS4G knowledge and sharing it from one event to the next, paid out of the profits of FOSS4G events?
 * AOB

@@ Line 18: / Line 18: @@
 ** Party
 ** Gifts
-** Conference date - Was in September for years and recently has been a little earlier recently, [https://lists.osgeo.org/pipermail/conference_dev/2016-April/003692.html list email]
+** Conference date - Was in September for years and recently has been a little earlier, [https://lists.osgeo.org/pipermail/conference_dev/2016-April/003692.html list email]
 * Review CfP papers and timetable
 * Membership of Conference Committee (this is a long outstanding topic which we may wish to discuss before the voting for 2018 commences).  Eli's opinions on membership [https://lists.osgeo.org/pipermail/conference_dev/2016-March/003656.html list email].