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From Ross Gardler <rgard...@opendirective.com>
Subject Budget requests
Date Wed, 30 Apr 2014 05:30:35 GMT
It's time to renew the budget so please submit your requests (for those who
have not already done so).

The process is as follows:

  a) Submit your budget request to president@apache.org (see below for what
is required)
  b) I will review requests and, where necessary, ask for
clarifications/adjustments
  c) I will collate the budget requests and submit to the board in the next
board meeting (May 21st)

Note that any expenditure that is not in this budget will require separate
approval from the board. However, the board is always willing to consider
requests during monthly board meetings.

For the annual budget my goal is to submit a budget that the board will
approve on the first attempt. I will therefore shy away from any
potentially controversial requests. Recently there has been significant
discussion about the need to expand our operations in a number of ways. I
do not feel any of these proposals are mature enough to submit at this time
(though I'm happy to consider proposals if you think otherwise).

I, or my successor, will continue to work with various PMCs and VPs
throughout the next year to ensure any such proposals are considered once
they are complete. In other words, this is not the last opportunity to
submit requests.

Balancing the Budget
=================

Note that our budget must be balanced with our expected fundraising income.
Our fundraising levels are currently at around the same levels they were
last year. It would therefore be prudent to keep your requests at the same
level, or lower, than last year. That being said, if there is a need for an
increase please do not hesitate to contact me (via president@apache.org) to
discuss this need. The sooner I am aware of such increases the more likely
I am to be able to work with fundraising to balance the books.

As a reminder previous budget information is available at
https://svn.apache.org/repos/private/foundation/Finances/budgets

In the coming year we will, for the first time, be actively tracking budget
vs expenditure on a quarterly basis. For 2013 please contact Chris at
treasurer@apache.org who should be able to produce a report of actual
expenditure.

Finally, note that if I do not receive a budget request in time for the
next board meeting (May 21st)  I will submit a budget based on my own
expectations and previous years requests.

Format of Budget Request
====================

Each budget request has two parts 1) the financial summary and 2) a
justification for the request.

For the financial summary please the format shown below (see the 2013 in
https://svn.apache.org/repos/private/foundation/Finances/budgets for a
complete example) :

Category1  : $subtotal
   Item 1        :$amount1
   Item 2        :$amount2
   Item 3        :$amount3

Category2  : $subtotal
   Item 1        :$amount1
   Item 2        :$amount2

For the justification I need a description of what each category and/or
line represents. If the category/line exists in the 2013 request then a one
or two sentence reminder will suffice. If it is a new category/line or if
it has increased/decreased significantly from 2013 a more complete
description will be needed.

Remember, I plan to submit a budget that I feel the board will approve on
first consideration. For any line that I feel unable to justify to the
board I will first work with you to try and understand the proposal. If I
still feel ill-equipped to justify the item to the board I will not include
it, but will instead work with you to submit a subsequent request later in
the year.

If you have any questions please email me at president@apache.org

Thanks,
Ross

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