Coordinate travel fund across project committees #294

hackygolucky · 2017-07-12T18:40:06Z

Per conversations with the Board upon requests for an additional allocation to the TSC Travel Fund and a new fund being created for CommComm because the scope may be different, the Board asked that the top-level committees move forward with coordinating a joint fund. This PR lays out the minimal changes I believe is necessary to establish the joint fund. Once merged, we will approach the Board with the new joint allocation request for the remainder of 2017.

Specific asks to prepare for the travel fund request:

New allocation $$ amount(TSC amount that needs to be with updated for money spent in the last 2 months and CommComm amount combined)
Scope of fund–it needs to cover all needs of the project. It currently covers Individual Members.
Document coordination and process of admins

Future to-do for this work:

Will also open a new issue for a joint repo(collaboration repurposed? or an admin repo) for this type of work but should not be a blocker in the short term to coordinating efforts.

cc @nodejs/tsc @nodejs/commcomm-members

ashleygwilliams

i think this looks great. nice job, tracy (one small markdown nit)

ashleygwilliams · 2017-07-12T19:16:54Z

Member-Travel-Fund.md

-ultimately at the TSC's discretion who to approve the following considerations
-are made.
+### Reimbursement
+Once the request has been approved, provide receipts as attachments in an email stating your name, the participation covered, and the total approved for reimbursement. Send to [email protected] and cc [email protected] with subject ```Node.js Member Travel Fund```. Due to privacy, the Individual Members list is not public. This team will verify the requester is on the Individual Members list before funds are dispersed. This dispersement is generally processed within 30 days. 


only need a single ` around "Node.js Member Travel Fund"

mhdawson · 2017-07-12T22:57:10Z

Member-Travel-Fund.md

+
+Travel fund admins will consider each proposal tagged for their respective group 
+in its next regular meeting. Requests tagged for both committees must be coordinated 
+and communicated together by the Chair of each. See considerations below to set 


How about

"Requests tagged for both committees must be approved by both groups and approval communicated together by the two chairs"

@hackygolucky ... by making this a jointly managed task, we likely need to determine how to handle it if one of the two bodies approves the request but the other one denies. In order for the request to advance, do both groups need to approve?

I will reword this for the consensus model that they should instead object, yes?

mhdawson · 2017-07-12T23:01:18Z

Member-Travel-Fund.md

 * Open a pull request against this repository which adds an entry to the table at the bottom of this file.
 * Include the name of the event you plan to attend.
 * Include the location of the event and where you will be traveling from.
 * Include the presentation you intend to give, if applicable.
 * Include the size of the stipend you wish to receive.
  * Reimbursement stipends are expected to vary with travel distance.
+  * In the PR description, tag the group relevant to the request: @nodejs/tsc or @nodejs/commcomm-members. If unsure, include both.


Is this the best advice since it then requires co-ordination between the 2 groups ? How about:

If unsure, just pick one, and that group will tag with the other group if they believe its more appropriate.

mhdawson

A few minor suggestions but LGTM.

nebrius

+1 to @mhdawson's suggestions, otherwise LGTM too.

nebrius · 2017-07-12T23:33:18Z

cc @nodejs/community-committee please take a look when you get a chance.

jasnell · 2017-07-13T02:38:44Z

Member-Travel-Fund.md

+Linux Foundation Accounts Payable and the Node.js community manager are responsible for 
+verifying the requester is an Individual Member of the Node.js Foundation and dispersing funds,
+as required to receive funds(see Reimbursement below).
+


It may be worthwhile explicitly stating here that only Individual Members are eligible to receive funds. I know it's implied, but it's worth repeating.

From the OP:

Scope of fund–it needs to cover all needs of the project. It currently covers Individual Members.

It doesn't sound like this is meant to be the case any more?

that would need to be determined. The board would need to approve expanding the program to include non-Individual Members

I think this is a longer term discussion we should all have. It was simple in the beginning for this to be made the constraint. We need to provide the argument for expanding this, though I think incredibly valuable for the project to consider in the long-term to do so.

jasnell · 2017-07-13T02:43:16Z

@hackygolucky ... thank you very much for putting this together. This is exactly what I was hoping for. One additional piece that I would like to see here is a monthly report back to the TSC and CommComm about the current allocations and payouts. Not necessarily who was paid, but how much, along with the current remaining allocation so that there is additional context. This could be done in the form of a PR against the doc we're currently using to track requests.

Fishrock123

Idea seems fine to me although I worry slightly that we could induce extra almost-month-long delays for approval. That's probably unproven though now that we work less in actual meetings so it should be fine.

Fishrock123 · 2017-07-13T14:28:05Z

Member-Travel-Fund.md

+
+Linux Foundation Accounts Payable and the Node.js community manager are responsible for 
+verifying the requester is an Individual Member of the Node.js Foundation and dispersing funds,
+as required to receive funds(see Reimbursement below).


funds (see

Fishrock123 · 2017-07-13T14:29:01Z

Member-Travel-Fund.md

-The TSC will consider each proposal in its next regular meeting. While it is
-ultimately at the TSC's discretion who to approve the following considerations
-are made.
+### Reimbursement


newline after this please

Fishrock123 · 2017-07-13T14:31:00Z

Member-Travel-Fund.md

 * Equity: Preference given to individuals who do not have a corporate travel fund and have
 not previously received a stipend.

+Examples of prior travel requests include attending a TC39 meeting, Collab Summit, and Code + Learn mentoring.
+
+## 2017 Approved Travel Requests  


ditto about the newline

MylesBorins

LGTM

MylesBorins · 2017-07-13T16:25:18Z

Member-Travel-Fund.md

+### Reimbursement
+Once the request has been approved, provide receipts as attachments in an email stating your name, the participation covered, and the total approved for reimbursement. Send to [email protected] and cc [email protected] with subject ```Node.js Member Travel Fund```. Due to privacy, the Individual Members list is not public. This team will verify the requester is on the Individual Members list before funds are dispersed. This dispersement is generally processed within 30 days. 
+
+**The following considerations are made for approval of the request:**


nit: Is there any information in the doc about requests form people working for companies that are part of the foundation? I was under the impression that this was to be avoided, if so this seems like the correct place to document it

I'd rather avoid such language. Only a small number of member companies have big enough budget for travel of the kind covered here to not make much of a dent, the majority of them feel the pain of such travel and would, on balance, avoid it if given the chance. Most companies don't have specific community or open source budgets from which they can justify such spending so we're more likely to get Foundation-benefiting activities where we can lend a budgetary hand.
Further, discriminating against member companies will be a further disincentive for companies to join, or stay part of the Foundation, and we don't exactly have a great set of incentives as it is right now.

This existed in the existing TSC travel fund but only in the form of a guideline, not a rule "Preference given to individuals who do not have a corporate travel fund and have
not previously received a stipend.". So I think that's pretty good? You could work for a member company that does not want to provide you funding for this particular endeavor. It's nice to ask but we shouldn't penalize individuals for internal company decisions.

ghost · 2017-07-14T09:33:48Z

Member-Travel-Fund.md

-* Cost: The larger the stipend the more critically the TSC will consider the application.
-Budget for this program is a finite resource.
+* Cost: The larger the stipend the more critically the travel fund admins will 
+consider the application. Budget for this program is a finite resource.
 * Equity: Preference given to individuals who do not have a corporate travel fund and have


as @MylesBorins noted, it might make sense to include folks from node.js foundation member companies in here

jasnell · 2017-07-14T15:44:41Z

@nodejs/tsc members: We would like to present this at the upcoming Node.js Foundation Board meeting and put it forward for a vote there along with the request for additional funds for the remainder of this year. Please take a moment to review this change and weigh in on it before end of the day on July 21st.

If there are no objections registered by the 21st, then we should assume consent to proceed

rvagg

lgtm

jasnell · 2017-07-20T00:34:19Z

All, before this can be merged, the next step is for @hackygolucky and I to take this before the Board at next weeks meeting. Assuming it gets approved, I will merge this after. thank you all.

jasnell · 2017-07-27T17:14:02Z

We're good to go on this, the travel fund is now a jointly administered fund.

hackygolucky · 2017-07-27T17:26:38Z

Weeeeee! 🤗

…

On Thu, Jul 27, 2017 at 10:14 AM, James M Snell ***@***.***> wrote: We're good to go on this, the travel fund is now a jointly administered fund. — You are receiving this because you were mentioned. Reply to this email directly, view it on GitHub <#294 (comment)>, or mute the thread <https://github.com/notifications/unsubscribe-auth/AB46oN4KLWyBRiisihnzOXkDTg7CVTa4ks5sSMVfgaJpZM4OWCbN> .

jasnell · 2017-07-31T16:04:16Z

@hackygolucky ... there are a few editorial nits above... when you get a free moment can you take a look at those? Once updated I'll get this landed.

jasnell · 2017-08-21T23:20:50Z

Went ahead and landed.

Coordinate travel fund across project committees

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hackygolucky mentioned this pull request Jul 12, 2017

Repo for TSC + CommComm coordination #295

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mhdawson mentioned this pull request Jul 12, 2017

TSC meeting July 13 #291

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jasnell merged commit 53a1a72 into nodejs:master Aug 21, 2017

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Coordinate travel fund across project committees #294

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Coordinate travel fund across project committees #294

Coordinate travel fund across project committees #294

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hackygolucky commented Jul 12, 2017

Specific asks to prepare for the travel fund request:

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