[okfn-coord] Fwd: [Communia-members] OKF funding/planning of the final part of the project

Tue May 11 15:07:59 UTC 2010

FYI below is latest state of OKF Communia funds.

I think we should aim to spend it all, or as much as possible.

Worthwhile use of this would be to get open bibliographic/public
domain folks to Berlin in October as part of PD calculators meeting /
FC research event. Not difficult to use it up on
travel/accommodation/subsistence for a group of people...

All the best,

Jonathan

---------- Forwarded message ----------
From: Federica Cedriano <federica.cedriano at polito.it>
Date: Mon, May 3, 2010 at 7:01 PM
Subject: Re: [Communia-members] OKF funding/planning of the final part
of the project
To: Jonathan Gray <jonathan.gray at okfn.org>
Cc: "J.C. DE MARTIN" <demartin at polito.it>, Federico Morando
<federico.morando at polito.it>, Selina Fenoglietto
<selina.fenoglietto at polito.it>, Rufus Pollock <rufus.pollock at okfn.org>

Dear Jonathan,

I hope this message finds you well.
As follow up to the Juan Carlos e-mail, please find here below the
expense and budget status of your Institution.

Consider that the total budget foreseen for each Member for travel and
subsistences (i.e. for attending the COMMUNIA events) amounts to €
9,600.00 (total over two years, coming from a yearly budget of 4,800 €
per Member).

OKF has reported eligible expenses for a total amount of € 4.997,22
(including the Luxembourg expenses).
In conclusion, OKF has still to spend € 4.602,78.
In addition, you should have just received the 2nd installment for the
2nd year COMMUNIA contribution (40% of € 4,800 = € 1,920). Could you
please confirm it to me?

Please, consider that you will be entitled to receive just the amount
you will be able to spend.
Hence, in case (at the end of the project) you will have received more
than your total eligible expenses, you will have to return the unspent
amount.

Thus, in order to avoid this and to have the possibility to spend all
the COMMUNIA contribution, I kindly ask you to tell me how much
funding do you foresee to spend from now until the end of the project
and in case you cannot spend all the foreseen amount, please indicate
to me the amount you can free up, that could be used for other project
activities.
Please, give me your expenditure plan within 7 days from now (by the
beginning of next week (10 May 2010).

Consider that the future scheduled COMMUNIA events are the following :
   1. 28 June - 1 July in Turin (final conference of the project),
http://communia-project.eu/conf2010;
   2. between July and December 2010, no more than 2 working groups
meetings (JC: "would avoid any meeting after 31 Dec 2010 because past
experience shows that it takes several weeks to collect all travel
documents).
    It is confirmed the collaboration with COMMUNIA of the "Free
Culture Research Conference" (Berlin, 8-9 October 2010
http://wikis.fu-berlin.de/display/fcrc/Home) - please see the email
sent by JC on 28/04/2010 14.26;
    WG leads will be strongly encouraged to plan WG meetings in Berlin
right before/after the conference.

Finally, your VAT declaration is still missing, could you please
provide us with this as soon as possible?

Many thanks for your precious cooperation,

Looking forward to your reply,

Best regards,
Federica

Il 28/04/2010 14.26, J.C. DE MARTIN ha scritto:

Dear All,

Federica is about to send you a message asking you how much funding
do you expect to use until the end of the project.

We want, in fact, to carefully avoid the situation where
some of you will have to return some funding to us
- for two main reasons:
1. wire transfers are often messy;
2. more substantially, it would look quite bad if we were
    to return funding to the Commission at the end of the project,
    particularly after an extension!

Of course, to reply to Federica's question, you need as much information
as possible about future COMMUNIA meetings, besides the
COMMUNIA 2010 Conference (Torino, 28 June - 1 July,
http://communia-project.eu/conf2010).

I, therefore, invite all WG leads to please state on this list by the
end of next week
(7 May 2010):
1. whether they plan to hold any WG meeting between July and December 2010
    ( I would avoid any meeting after 31 Dec 2010 because past experience
    shows that it takes several weeks to collect all travel documents);
2. if they do, please specify:
      - whether 1 or 2 meetings; (no more than 2)
      - roughly when;
      - main objectives/expected output of such meeting(s).

Regarding me, I am discussing with the organizers of the
Free Culture Research Conference (Berlin, 8-9 October 2010,
http://wikis.fu-berlin.de/display/fcrc/Home), whether to make
an explicit collaboration with COMMUNIA.
In that case, travel expenses to attend the conference would
be eligible. It goes without saying that, if the collaboration is confirmed,
WG leads will be strongly encouraged to plan WG meetings in Berlin
right before/after the conference.
I expect to finalize the agreement (or not) very soon.

Many thanks,
best,

juan carlos

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-- 
Jonathan Gray

Community Coordinator
The Open Knowledge Foundation
http://blog.okfn.org

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