[Global_conference_committee] Vote required: Proposed Conferences/Chapters policy changes

[Sarah Baso]

Lucas, Lorna, John, Ralph, Richard, and Fazli -
Please submit your vote to approve (yes) or not approve (no) the event
policy drafted by Josh Sokol and Mark Bristow (policy appears in full
below) .  If you have any comments for the record, that is optional.

I assume Mark's vote is yes.

Regards,
Sarah Baso


On Tue, Mar 13, 2012 at 12:07 PM, Sarah Baso <sarah.baso at owasp.org> wrote:

> Global Conference Committee,
>
> (Note: same email send to Chapters Committee on separate thread)
>
>
>
> In response to the guiding objectives by the board, the Conferences and
> Chapter Committee Chairs have worked together to formulate some policy
> changes that we believe will meet the direction of the board while allowing
> chapters and the foundation to grow and innovate.  These points have been
> discussed at length and now we wish to hear your input on the matter.  We
> have agreed on the outlined plan below and as a result each of us will not
> make comments here past clarifications to any questions any of you have to
> the proposed policy.  We would like to cap the debate on this topic and
> take the following to a committee vote on Monday, March 19th using a
> majority approval rule for both committees in order to meet the board's 45
> day deadline.
>
>
>
> The Global Chapters Committee shall:
>
> ●      Manage all chapter meetings or trainings that do not charge a fee
> for admission.
>
> ●      Establish an annual budget process for all chapters
>
> ○      At the end of each calendar year, a chapter with more than $5,000
> in it's bank account must submit a budget to be reviewed by the Global
> Chapters Committee to justify the rollover of any funds beyond that
> amount.  In the event that the chapter does not submit a budget for the
> remaining funds or if any unbudgeted funds remain after December 31, the
> chapter will be given one month to determine another OWASP Chapter,
> Committee, or Project to allocate the unused funds toward.  If no
> designations are made before February 1, then all unused funds will be
> transferred to the OWASP Foundation main account.
>
> ○      Any chapter with more than $10,000 must also obtain Board approval
> for their annual budget.
>
> ○      The Global Chapters Committee will maintain "official" budgets on
> the wiki or via google docs where they are accessible to all OWASP
> participants.
>
> ○      The Global Chapters Committee will update Chapter 4 - Section 7 of
> the Chapter Handbook with the new budget policy.
>
> ●      Establish by June 1st chapter spending guidelines (These should be
> under Chapter 4 - Section 7.1 of the Chapter Handbook)
>
> ●      Have the responsibility and authority for supporting and managing
> all chapter meetings
>
> ○      The Chapter Handbook authored by the Global Chapters Committee
> shall serve as the single point of truth for all chapter policies
>
> ○      The Global Chapters Committee shall set all chapter policies
>
>
>
> The Global Conferences Committee shall:
>
> ●      Manage all events that charge a fee for admission (voluntary
> donations exempted) and any free event determined by the organizer to be a
> conference versus a chapter meeting
>
> ●      Have the responsibility and authority for supporting and managing
> all events
>
> ○      The Global Conferences Committee has the responsibility for
> procuring and managing centralized assets such as, but not limited to
> registration tools and financial management tools
>
> ○      The Global Conferences Committee policy page shall serve as the
> single point of truth for all event policies
>
> ○      The Global Conferences Committee shall set all event policies with
> the exception of the profit sharing policy which requires the concurrence
> of the majority of the Global Chapters Committee to be modified.
>
> ●      The OWASP Event Management System (formerly OCMS) will serve as
> the single point of truth for OWASP events, AND will provide functionality
> to track chapter meetings in the next release
>
> ●      The Global Conferences Committee will revisit current event
> definitions and include clear, objective definitions of event types as well
> as the anticipated support level from the foundation.  These must be
> approved by June 1st.
>
> ●      The Global Conferences Committee will take a more active, direct
> role in the planning the marquee foundation events (currently defined as
> Global AppSec Events) including having a representative serve as Chair for
> these events.  (For this, Global Conferences Committee will require a full
> time support asset to handle the additional event coordination.  Without
> these additional resources the conferences committee can not take on this
> added responsibility and will maintain an advisory/oversight role)
>
> ●      Any and all event policies in effect at the time of event approval
> shall apply to the event without modification unless a specific requirement
> to do so is set by the Board.
>
> ●      The Global Conferences Committee will implement a policy for
> managing all event funds through the foundation
>
> ○      The OWASP foundation will provide all "seed funds" needed for
> events up to the approved event budget and beyond with Global Conferences
> Committee approval
>
> ○      The Global Conferences Committee shall be responsible for the
> review, approval and signature of all contracts related to events
>
> ○      The Global Conferences Committee may provide an exception for
> events with extraordinary circumstances
>
> ○      Any event using the OWASP brand not using the Foundation to
> process it's finances will be in violation of OWASP brand usage rules and
> will be referred to the Board for action
>
> ●      The Global Conferences Committee will set the following branding
> rules except where it is unreasonable to do so
>
> ○      All events must use "OWASP" in their title, such as "OWASP's
> AppSec XYZ"
>
> ○      Events may use their own logos so long as they include the OWASP
> wasp (The Global Conferences Committee will manage logo approvals), color
> palate is optional
>
> ○      The OWASP logo must be present on all websites/materials, except
> where it is unreasonable to do so
>
> ○      A link back to owasp.org must be present on all websites/materials
> except where it is unreasonable to do so
>
> ●      The Global Conferences Committee sets the following event profit
> sharing model for all events:
>
> ○      At the time of approval, the Global Conferences Committee will
> record the chapter's current annual budget expenditures (referred to as
> chapter annual budget)
>
>                                           ■Chapters that do not have
> approved budgets shall have the chapter annual budget value set to $0
>
>                                           ■It is the responsibility of
> the chapter to plan ahead appropriately to get this budget through the
> Global Chapters Committee approval process if they intend to use the event
> to generate chapter revenue
>
> ○      Profits are all monies collected for the event (regardless of
> source) above the direct expenditures for the event
>
>                                           ■Any membership registrations
> as result of an event will be handled per Global Membership Committee
> policy and are not considered in this equation
>
> ○      Profit will be split 50/50 between the foundation and the chapter
> up until the chapter has received an amount equal to the chapter annual
> budget amount
>
> ○      After the chapter has received an amount equal to the chapter
> annual budget the Foundation shall receive 100% of the remaining profits.
>
> ○      Any Event Losses shall be the responsibility of the Foundation
>
>
> Sarah Baso on behalf of Mark Bristow and Josh Sokol
>
> --
> OWASP Operational Support:
> Conference Logistics & Community Relations
>
> Dir: 312-869-2779
> skype: sarah.baso
>
>


-- 
OWASP Operational Support:
Conference Logistics & Community Relations

Dir: 312-869-2779
skype: sarah.baso
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