a. And big thanks to Ryan for making the drive!
-C
On Thu, Jan 24, 2019 at 9:34 AM Bryce Harrington <bryce@...2...> wrote:
On Thu, Jan 24, 2019 at 09:55:53AM +0100, Tavmjong Bah wrote:
I vote a.
(Is this option not normally allowed under the travel policy?)
Ground transportation is considered fine, but the policy explicitly states that car rental requires special authorization. In context I think they're referring to local transportation at the destination, as opposed to the travel *to* the destination as Ryan is doing.
So I might be overly cautious here but figure we should cover the bases. Once this vote is resolved I'm also going to raise it more directly with Conservancy to hopefully ensure everything goes smoothly for Ryan.
Bryce
On Wed, 2019-01-23 at 16:00 -0800, Bryce Harrington wrote:
The Inkscape board is requested to vote on the following matter:
Proposal:
Ryan Gorley will be traveling from Utah to California to attend the hackfest. For this distance, the cost of travel by air is commensurate with the cost of renting a car and driving.
Using a rental car will have significant additional benefits, including being able to bring professional video equipment and a guest/assistant.
- Authorize use of car rental for Ryan Gorley to attend Inkscape hackfest in Pasadena, California, within the normal travel cost
caps already approved.
- [ ] a. Yes, authorize car rental for Ryan Gorley's travel in
place of air travel.
- [ ] b. No, do not authorize car rental.
Votes:
Board Member | 1. | -------------------- |:--:| Bryce Harrington | | Josh Andler | | Tavmjong Bah | | Ted Gould | | Martin Owens | | Marc Jeanmougin | | Chris Rogers | |
- abstaining/recused
Resolution:
Background:
Ryan Gorley explains:
Hey Bryce, last year I captured some video at Boston and SCALE.The intention was to create a video about the project. The goal would be to educate people on how community run projects like this work, and paint a picture of how they can get involved and help. I didn't really have the right gear and a clear enough plan to execute on it well. I'd like to make another attempt this year, but with some upgraded video, audio, and lighting equipment from my business.
The trick is that if fly to LA I'm pretty limited on what I can bring along in the airplane. I also have a friend who has worked with me on professional video projects in the past that would be interested in joining and helping for the week. For me the cost of a car rental (~$191*) and fuel (1400 miles = ~$150) will be comparable to the cost of an airplane ticket ($188~$288*) and ground transportation to-and-from the airport ($32~$192*). It's more exhausting for me, but I would be able to bring equipment that I wouldn't be able to otherwise, boothbanners, and likely someone who can help. Both of my personal vehicles are a little older so I'm not sure I'd want to drive either of them that distance.
Do you think the project/SFC would approve me renting a car and spending ~$10/night* more to get a room that would accommodatetwo people? It would be the same number of hotel nights (7) and my friend wouldn't be seeking reimbursement for any of his expenses. I would remain well within my allotted budget of $2000 in either scenario. As you know, prices are going up and I need to lock things. Please let me know. Thanks!
Conservancy travel policy permits use of car rental, with prior approval by the Inkscape board (PLC):
Ground transportation necessary as part of authorized Projecttrips is considered to be a reasonable expense. Public ground transportation, such as taxis, shuttles, buses and municipal transit, are generally the most cost-effective options and are the standard for eligible ground transportation reimbursements. All car rentals require pre-authorization by the PLC or by an officer of Conservancy. When car rentals have been pre-approved, the rental of compact cars is encouraged; mid-size vehicles are authorized when necessary (e.g., when compact-sized vehicles are not available or the number of passengers or volume of baggage makes a compact vehicle impractical).
--https://sfconservancy.org/projects/policies/conservancy-travel-policy.html
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