Hey, Just following up here. With the boards approval on this I've made rental and housing arrangements, but it would be good to know if this has been approved on the SFC side of things. Just let me know. Thanks!
Ryan Gorley Founder + Creative Director
https://freehive.com 1.801.999.1530 ×101 1.801.898.7926
On 1/24/19 4:59 PM, Bryce Harrington wrote:
Hi Deb,
Ryan's email address is:
Ryan Gorley <ryan@...148...>
Also, I've also forwarded this to RT as bug #3525. The overall hackfest event this is associated with is RT #3525.
Thanks, Bryce
On Thu, Jan 24, 2019 at 06:51:46PM -0500, Deb Nicholson wrote:
Hi all, What's Ryan's email so we can make sure we egt a ahold of for reimbursement? Best, Deb
On Thu, 2019-01-24 at 14:26 -0800, Bryce Harrington wrote:
Resolution:
Ryan Gorley is authorized to rent a car for travel to the Inkscape Hackfest and SCALE conference in Pasadena, CA from his residence in Utah, instead of air travel.
It is expected that this travel can be made at a total cost within the travel cap already approved of $2000, and that the cost of the car rental and gasoline is roughly on par with the costs of airfare + local ground transportation + extra baggage fees for video/sound equipment.
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.
1. 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 travel for Ryan Gorley. - [ ] b. No, do not authorize.
Votes:
Board Member | 1. | -------------------- |:--:| Bryce Harrington | a. | Josh Andler | a. | Tavmjong Bah | a. | Ted Gould | a. | Martin Owens | a. | Marc Jeanmougin | | Chris Rogers | a. |
- abstaining/recused
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, booth banners, 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 accommodate two 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 Project trips 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
-- Deb Nicholson <deb@...41...> Software Freedom Conservancy