Summits, Conferences and Meetups workgroup - 2020-03-03
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pep.! just came back
danielgoogle reminds me that we have a meeting in 5
pep.!
pep.hi all
danielso who is here?
danielnobody it seems
GuusI
pep.yeah
pep.Oh
pep.Ok let's start then
pep.1. Agenda
pep.There's nothing on trello but there WIP items, we can go over those
pep.Guus, do you want to update us with the flyers?
pep.Guus, do you want to update us on the flyers?
GuusI don't have any updates on that.
Guusother than what I shared here.
pep.Okay
pep.Sprints then
danielfwiw i like everything that has been produced so far
danielthank you Guus for handling that
pep.yep :)
pep.2. Supporting sprints
danieli didn’t even mind the 'stockieness' of the latest one
daniel(didn’t get a chance to say that when you originally posted that)
pep.So, following the thread on the list, I'd like us to settle on a proposal. I've integrated feedback in the one I sent already
pep.let me copy paste it in a pad somewhere so we have it clearly
GuusI'm in favor of spending limited amounts on sprints, as suggested. We do need to find a way to get the movement of money happen. Currently, our bank account is in the states, and transferring money takes quite some effort, and is somewhat costly (which, offsetted against the relatively low costs for sprints, would make things expensive)
danielthe xsf could just get transferwise or something
Guusalso, I'd like to not overburden the treasurer with many, small requests, like having every participant reimburse their own bit.
GuusSure, but that's not free either, right?
danielno the idea was that the organizer sends one invoice
danielGuus, it is not. but way cheaper than regular bank transfer
GuusMy understanding (maybe wrong) is that you loose relatively a lot when transferring smaller amounts?
Guusok, happy to be wrong on that then.
danieli can look that up again but i think transferwise is always %
pep.Guus, what would you suggest otherwise? That we get a bank also in Europe?
danielvs regular wire transfer which is always like 20 bucks or so
danielor 40
Guuspep. Setting up a bank account in Europe (or at least in the Netherlands) for an organization is deceptively hard.
GuusThere are many anti-fraud rules to abide by. I tried doing that for Ignite, but decided against it for the sheer amount of work involved.
pep.What about asking organizations like SPI (https://spi-inc.org) who would explicitely handle that for us
Guus(eg, we had to have individual officers show up, in person, at either the bank or a local consulate)
danielbut yes we can make it an additional rule that there is only one reimburstment
pep.And also free some time for peter
daniel(i kinda thought that was obvious; but doesn’t hurt to make it explicit)
pep.https://mensuel.framapad.org/p/9fcf-sprints-re2q sorry for people on mobile
GuusI suggest that we discuss the vehicle for payment with the XSF Treasurer
GuusI'm sure that we can make something happen.
pep.I don't think we have to make it a rule that there is only one person expensing things, but we can indeed mention that's how we would prefer it
GuusI'm not familiar with SPI - maybe that's a good way - but maybe Peter doesn't mind the extra work at all.
danielbut we are in general agreement that what pep. wrote down in the email and on the pad is what we want to do, right?
danieldo we need an official vote?
danielor can we just go ahead and publish that
GuusWho's budget is this coming from?
pep.SCAM
GuusThen we're pretty limited.
Guus1000 USD per year.
pep.We can put a hard limit on the number of events we're going to sponsor
danielwell with 100-150 per sprint and ~6 sprints a year we are fine for now
pep.And we can get an agreement from board that they'd extend it if necessary for N more events maybe
pep.But I do think we're fine for now
GuusAlso, I do want to raise this with board before the XSF / SCAM commits to this.
Guusthe SCAM budget is also used for other stuff 🙂
Guusstickers, swag, etc. If we're going to have 6 sprints/year, there's little budget left for that.
pep.Not that much, but yeah ~
Guuswe could ask for more budget, or we could ask for it to not come from SCAMs budget in the first place
pep.I'll submit that to board for this week then
GuusWhy do we want to take it from SCAMs budget? Seems like an additional hoop / bookkeeping to do to me, with little benefit?
danieli'd prefer that we use up our budget and than have a reason to get our budget raised
pep.hmm I might not be here at this time. that'll depend again on weather and the state of my legs :x
pep.Guus, I don't have any preferences
pep.Just that we're SCAM
Guuslet's put that question to board. I'm fine with either, but going not through SCAM seems easier to me.
danielwould that mean that board has to vote on every sprint?
danieli'd prefer us doing that
pep.same here
GuusOh, no.
GuusI definitely do not want to have board vote on sprints
danieli mean if you are worried about sprints cutting too much in our swag budget i'm fine with limiting to 4 sprints for now or whatever
danieli just want to get started asap
Guusare we going to explicitly vote on each/
danieli think we (scam) should vote
Guusk
Guusseems sensible
pep.I think we should as well. We kinda have to see if the event fits our requirements
GuusI still think that we could ask for board to allow us to do that, and for the money spent not to come out of SCAMs budget.
danielyeah. i'm not really expecting us to say no a lot. but there has to be some oversight
pep.We might also want to set meetings for when something is proposed?
Guus(I need to go soon)
pep.k
danielbut then let's write down an actual proposal (without todos)
Guusa monthly cadence of meetings should work with 4 to 6 sprints per year?
danielbecause board needs something that has no todos to vote on
Guusright
danieli mean a lot of the TBDs seem obvious to us
Guusbudget based on participant count or event?
Guusparticipant count might be hard to 'prove'
Guus(although seems more fair)
Guusmaybe event with minimum amount of participants? Something like 4?
pep.I suggest we go without a minimum for now. I'm happy to review once we get some more experience
danieli suggest we only start to build in abuse prevent once we have a reason to suspect people are abusing it
GuusWe should not have one-participant events getting money 🙂
daniel(re proving participant count)
danielbut yes minimum count might make sense
pep.Also because there isn't anything saying you shouldn't do this and that doesn't mean we can't refuse
Guusit'd be good to define a bit of framework, that we can later use if something is challenged.
GuusThings involving money tend to get dirty fast. It'd be good to define a rule against which we measure things, if only very broad.
GuusSome kind of minimum participant count, as well as a fixed budget would be enough for me
pep.fixed budget?
danielok. then we say that participants must be registered on the wiki
danielthey have been in the past anyway
Guuspep. like 100 euro per event, that has at least 4 participants.
Guus(I'm open to different numbers)
Guusregistration on the wiki works for me.
danieli'd still like a per participant amount
pep.Do you prefer this because of what you said above? That it'd be hard to find out the exact count?
danielinstead of 100 euro flat fee
pep.same here
danielbut i'm fine with having a 4 minuim
danielso it's not just me and pep. having diner in dresden
pep.4 also seems fine to me
GuusI think flat fees would be a lot simpler. Less debate about how many people were there, etc.
Guusnot a hill for me to die on though
pep.If it's ok with you I'd like to see how it works for the first few requests we get
danieli get the simpler. but for example in stockholm 100 euro wouldn’t have been enough
danielfor the ~10 people or so
pep.TBH I don't think we're going to get a lot of them
Guusdaniel I'm fine by not covering all costs perse. This is just sponsoring, not financing 🙂
pep.I had a cap at 150EUR as a suggestion in the proposal
pep.That's about what we spent for 10 (a bit less iirc)
GuusWhere does the money go that is not spent?
danieli'm ok with a cap of 150. but giving a group of 4 and a group of 10 the same amount doesn’t feel right
pep.Guus, it's just not expensed
pep.We don't give them 150, they ask up to 150
pep.daniel, yeah
Guusah, that's more elaborate. I thought we'd just give an amount, and not bother with having invoices,e tc.
Guus(which is part of the reason I was aiming a bit lower)
pep.Ok. That's always how I've been doing events / expenses
pep.So maybe we also need to specify that
pep.As it doesn't seem to seem obvious
pep.to be
GuusI'm not hearing anything that I wildly disagree with, btw. If you guys feel strongly about a per person instead of per event fee, I'd be ok with that.
GuusI do need to go now. Can we wrap up?
pep.yep, seems ok to me
danielyes
pep.I'll summarize all that, send an email to scam and add an agenda item for board
pep.I might not be present this week for board though