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!

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