Agenda for next board meeting - bursary reimbursement process

Inviting @Badri Sunderarajan to this thread as the bursary team lead.

Similar to how Debian's reimbursement with SPI is handled in an RT ticket, I wonder if we should have some kind of a tracking mechanism for bursary requests in addition to email approval. I was thinking about codeberg issues on a dedicated private project (but then access control would be an issue). Or explore if we can use Open Collective itself for Navodaya as well. We will need to create another collective, though receiving money won't work - FSCI is hosted by Navodaya but we can't receive money through it https://opencollective.com/fsci. But we could use the same invoice / expense approval process for both, as access control is already taken care of (anyone can submit expense, but only admins can approve or see personal details).

@Badri Sunderarajan and fugta, Please help in reviewing this draft email https://pad.riseup.net/p/aNmVDm5F to send to GN about our reimbursement process.

I suggest we officially delegate Vishnu Sanal and Joice as Android team members authorized to publish prav on play store. They already did the hard work of getting the apk published on play store. I think an official authorization and documentation will help.

I suggest fugata and myself for the publicity team.

@Ravi Dwivedi can you prepare a draft resolution and send to board mailing list for delegating publicity team?

Also, fugata for the CoC committee.

What's our reimbursement process when we have local volunteers representing Prav in an event and a community member willing to travel to participate and need travel expenses from us? Cc @Badri Sunderarajan

@Ravi Dwivedi same process should work right? They send us an email with invoice and details, and once approved we forward it to Navodaya

@Badri Sunderarajan that is if we have funds with Navodaya. We need to think of cases where we give conditional bursary if we are able to raise funds. Even if we ave funds, we also need to weigh in our representation in multiple conference vs many going to a single conference. Is paying many people to attend a single conference or having presence at multiple conferences is a a better option if we don't have enough funds to cover all requests. May be for bigger/national level conferences, we can get more people to travel, but for each local event we may not be able to support many people. But at the same time more people volunteering and having a specific fund raising goal can help compared to a generic fund raising call.