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

Tue May 11 15:58:09 UTC 2010

I also have outstanding expenses from Luxembourg. These can still be
reimbursed I assume.

Rufus

On 11 May 2010 16:07, Jonathan Gray <jonathan.gray at okfn.org> wrote:
> 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
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>
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