[Inkscape-board] [RESOLVED] SVG Working Group Meetings for 2016

19 May 2016

      Resolved:
Inkscape's Project Leadership committee authorizes Conservancy to pay
    any invoice from Tav between 2016-03-01 and 2017-02-28 for SVG Working
    Group meetings, up to the amount presently available in Inkscape's SVG
    WG Fund, $2384.91.  Tav must of course also comply with Conservancy's
    travel policy.
Votes:
Bryce Harrington            a
    Josh Andler                 a
    Tavmjong Bah                (recused)
    Jon A. Cruz                 a
    Ted Gould                   a
    Krzysztof Kosiński          a
    Martin Owens                a
On Mon, May 16, 2016 at 09:21:58AM -0700, Bryce Harrington wrote:
...
[Resending to the correct list this time... sheesh.]
----- Forwarded message from Bryce Harrington <bryce@...2...> -----
Date: Sun, 15 May 2016 23:14:31 -0700
From: Bryce Harrington <bryce@...2...>
To: inkscape-devel@...5...
Subject: [Inkscape-devel] [REFERENDUM] SVG Working Group Meetings for 2016
A majority vote of the current board members is required for the
following matter.
Proposal:
Authorize SVG WG travel by Tav up to the amount in the SVG WG fund.
"Inkscape's Project Leadership committee authorizes Conservancy to pay
 any invoice from Tav between 2016-03-01 and 2017-02-28 for SVG Working
 Group meetings, up to the amount presently available in Inkscape's SVG
 WG Fund, $2384.91.  Tav must of course also comply with Conservancy's
 travel policy."
   [ ]  a.  Yes, authorize SVG WG expenses up to amount in fund
   [ ]  b.  No, do not authorize these expenses

Votes:
Resolved:
Background:
In the past we've had to vote on each of Tav's meeting attendances on a
case by case basis.  But now that we have set aside a fund specifically
for these meetings, I think we should just approve any and all travel he
may do, up to the total in that fund.  This will eliminate uncertainty
for him in making his travel plans, and simplify our voting.
I enquired with Bradley Kuhn about how we can do this, and this is what
he replied:
<quote>
Bryce Harrington wrote:
> Tav attends these SVG WG meetings pretty routinely now, and I don't
> recall us ever not approving his attendance.  Now that we have a
> dedicated fund set up for this, that isn't going to be used for
> anything *but* funding Tav's SVG WG trips, would it be permissible to
> give him approval to arrange his attendance at these meetings at his
> own discretion, so long as the expenses are within the limit of what's
> in the funding pool, without requiring board votes on each individual
> meeting?
I'd suggest you approve an annual maximum budget that Tav can send
invoices for regarding SVG meetings, and instruct Conservancy to pay
them provided Tav's within the Conservancy travel policy.  That way, you
only have to think about it once per year, or when he goes over budget.
Something like:
"Inkscape's Project Leadership committee authorizes Conservancy to pay
  any invoice from Tav between now and 2017-01-01 for SVG Working Group
  meetings, up to a maximum 2016 Travel Budget for Tav's SVG Working
  Group meetings of $Nk.  Tav must of course also comply with
  Conservancy's travel policy."
-- bkuhn
<endquote>
I aligned the dates to fiscal year 2016 since we decided to shift our
budget to those dates.
Below is a tally of the SVG WG fund balance as of what's in SFC's ledger
system for us:
---- FY 2015 ----
            Initial fund                                $ 0

$2250.00  Budgeted from Inkscape General Fund 2015    $ 2250

$ 346.82  SVG WG Sweden                               $ 1903.18
$  12.89  " "                                         $ 1890.29
$  12.95  " "                                         $ 1877.34
$  37.24  " "                                         $ 1840.10
$  15.19  " "                                         $ 1824.91
$  49.53  " "                                         $ 1775.38
$ 394.00  " "                                         $ 1381.38
$  31.38  " "                                         $ 1350.00

$2250.00  Retroactive from FY 2016 Ink. Gen. Fund     $ 3600.00

$  12.99  SVG WG Sydney Feb 3-5                       $ 3587.01
$  12.44  " "                                         $ 3574.57
$1586.80  " "                                         $ 1987.77
$  15.55  " "                                         $ 1972.22
$  11.67  " "                                         $ 1960.55
$ 244.29  " "                                         $ 1716.26
$  68.89  " "                                         $ 1647.37

---- FY 2016 ----

$ 736.54  Donation income Dec 2015 - May 2016         $ 2383.91

This will cover Tav's recent London SVG editor's meeting (which he
reports ran to about $500), an editor's meeting in Amsterdam, and other
travel he'll undertake through the remainder of FY 2016.
If Tav needs to spend in excess of this sum, and there have been
additional donation income that covers the overage, at that point
we'll need to re-vote to increase the budget limit.

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