Reimbursements for Developer Meetings

The Quantum GIS project holds twice-yearly developer meetings, typically somewhere in Europe. The purpose of the meetings is to provide face-to-face time for developers. It is a forum for presenting new ideas, planning, putting heads together to solve problems and so on. We use funding from our QGIS Sponsorship Program to facilitate the event, with co-funding from the host who usually supplies the venue and the infrastructure for hosting the meeting. Individual developers also co-fund the event by donating their time and in many cases financially supporting their visit to the meeting directly.

In the past, the policy was that funding will only be directly provided to ‘core’ committers and community members of the project. However with increased funding through donations and our sponsorship programme, and a desire to promote new developers to get involved in the project, this policy has been updated as described below.

Note

The term ‘developer’ in this document refers to any person who contributes time and effort to the advancement of the project (e.g. through documentation, infrastructure maintenance, coding, administration etc.)

Policy for disbursement of funds to individual developers

  • The project steering committee shall provide arbitration for any query, complaint or appeal relating to funding requests by individual developers. In the event that the PSC is called apon to arbitrate, a resolution shall be proposed and the PSC members shall vote using the -1 / 0 / +1 system to indicate dissent, indifference and assent respectively. In the event of a tie-break, the PSC Chairman shall make the final decision. The devision made by the PSC shall be final.
  • Individual applications from non-core developers (i.e. those who do not have direct commit access to the QGIS repositories) of EUR200 or less may be decided on by the nominated PSC member without requiring a full PSC vote.
  • Individual applications from core-developers may be granted based on precident directly by the PSC Financial Representative (Paolo Cavallini). In the event of any uncertainty on his part, he may bring the matter to the PSC for a vote.
  • All funding requests should be made before the meeting event.
  • Funding may be limited due to budgetary constraints, in which case funding will be provided on a first-come first-served basis.
  • The PSC / PSC Finance Chair may offer to provide partial funding where funding resources are limited.
  • The PSC Financial Chair shall maintain complete financial records of what disbursements were made and to whom and these should be available on request to the PSC.

Procedure for funding applications - core developers

  • A request for funding email should be submitted to the PSC Financial Chair before the event.
  • The request should include the number of days that the developer will attend.
  • The request should include an expense breakdown covering travel and accommodation.
  • The requestor should provide copies of reciepts for all expenditures as soon as possible after the event. No refunds should be made without accompanying receipts.

Procedure for funding applications - new developers

  • A request for funding email should be submitted to the PSC Member designated to review funding requests before the meeting.
  • If the requestor is not happy with the funding requests reviewer’s decision, they may request arbitration from the PSC as a whole.
  • The request should include a workplan outlining how the developer plans to make use of their time at the meeting.
  • The request should include the number of days that the developer will attend.
  • The request should include an expense breakdown covering travel and accommodation.
  • The requestor should provide copies of reciepts for all expenditures as soon as possible after the event. No refunds should be made without accompanying receipts.