SSF 2012 Annual Meeting Master

2012 Annual MeetingA Shared Vision

New York CityMay 26-28, 2012

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Thanks to our SponsorsPlatinum Sponsors:

Gold Sponsors: Hosts:

Remote Participation via Webex

Webex instructions:Links are on the wiki (foundation start under Annual Meetings):Please use VOIP connection if possible, otherwise call, skype or google chat out to US toll free number 1-866-699-3239:Please mute speakers and microphones in this room

Webex chat is not a part of the official record of the SSF Annual Meeting. It should be used solely to inform the remote participant moderators if there is a problem hearing or if they wish to ask a question or make a comment at the appropriate time.

Our remote participant moderators & liaison is Ramindu Deshapriya.

We will do our best, but can not be sidetracked by technical issues such that there is no time to complete our meeting.

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Ground-rulesWe have both formal and informal sessions scheduled. We have a large schedule of issues to discuss and need to observe the time limits set out in the agenda for the formal sessions. Please be willing to set aside detailed conversations for our informal self-organized sessions.

We will follow standard parliamentary rules for such a meeting (Roberts Rules of Order) to the extent possible.

There will be specific times when the floor will be open to questions and comments from any and all participants, whether present in person or participating remotely, whether a Director or Member or observer. Everyone will be given a chance to participate we will ;take turns, going around the room and recognizing everyone participating in person or remotely, before returning to someone who wishes to make a second comment on an issue.

If presenting, please leave time for questions and discussion during your segment of the meeting.

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House Rules

We are guests here of our hosts, and trusted with the protection and care of their property.

Please restrict yourselves to this meeting space and other areas designated for our use.

Please do not enter or use offices or cubicles.

Agenda Saturday, May 26:all times EDT

09 00: OPENINGWelcome & Report by Chair of SSF – Brent WoodworthRemote Participation & Ground-rules, Review of AgendaQuorum Call and Convening of Directors and Members, Secretary – Martin ThomsenReport of CEO – Mark Prutsalis

REPORT OF EXECUTIVE COMMITTEES and PROJECTSCommunity Development Committee

Agasti – Chad HeuschoberEden – Fran BoonStandards – Chamindra de Silva

LUNCH BREAK

TEAM BUILDING EXERCISESELF-ORGANIZED SESSIONS

Agenda for Self-Organized Sessions

all times EDTDiversity Program / Outreach to Women – GSOC and GHCGSOC Project MeetingsHosted Solutions (SAAS) for humanitarian orgsInfrastructure SupportInstructional Use of Sahana / Academic InternshipsIntegration of KED and Karma within Sahana EdenMaintenance and Update of Sahana Eden Essential GuideMobile and offline accessibility approachesOnline training materialsProject Meetings (Concurrent)Proposal Opportunities in the EUReview and Update of Strategic PlanSahana Sunflower Community Portal – Next StepsSupport documentation for Agasti productsTraining & Certification ProgramUI/UX Review – engaging resources

Agenda Sunday, May 27:all times EDT

09 00: MEMBERS MEETING

REPORT OF OFFICERS & EXECUTIVE COMMITTEE

Treasurer & Financial Oversight Committee – Louiqa Raschid

OFFICIAL BUSINESS

New Member Nominations

Nomination of Member Seats on Executive Committees

Membership in OASIS

Acceptance of Electronic Signatures

NEW BUSINESS

SELF-ORGANIZED SESSIONS (CONTINUED)

15 00: AFTERNOON SOCIAL EVENT / OUTING / FREE TIME

WIRELESS SSF: PASSWORD PedroMarbles:

Outings / Free Time Suggestions

Downtown

Statue of Liberty/Ellis Island

World Trade Center Site

Midtown

Times Square

Uptown

Museum Mile (Met, Frick, Guggenheim)

Museum of Natural History

Central Park

Techie Shopping J & R B & H: ;

Agenda Monday, May 28:At OPENGEO Offices

all times EDT09 00: DIRECTOR S MEETING'

Interview and Appointment of New DirectorsOrganization AddressAdoption of Financial ReportOSI Affiliate AgreementUse of Sahana brandMembership in OASISAnnual Meeting RequirementsAcceptance of Electronic SignatureAppointment of OfficersConflict of Interest Statement

13 00: CLOSING SESSIONReport of Director s Meeting to Community'Reports from Self-Organized Sessions

15 00: ADJOURN

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A majority constitutes a quorum.

We have 9 Directors so 5 is required in person or remotely.

SSF Directors

Quorum Call - Directors

David Bitner

Mifan Careem

Darmendra Pradeeper

Chamindra de Silva

Leslie Hawthorn

Mark Prutsalis

Louiqa Raschid

Martin Thomsen

Brent Woodworth

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Members Quorum Call1/3 of Members constitutes a quorum

SSF has 38 Members so 13 are required

Members:David BitnerPraneeth BodduluriFran BoonRavith BotejueDon CameronMifan CareemMaria D Albert'Trishan de LanerolleChamindra de SilvaRavindra de SilvaDarmendra PradeeperSudheera FernandoJoseph FonsekaGraeme FosterLeslie HawthornChad HeuschoberMichael HowdenMahesh KaluarachchiAvni Khatri

Shikhar KohliDominic KonigLaura LanfordIshan LiyanageDarlene McCulloughGreg MiernickiGlenn PearsonMark PrutsalisEero PykalainenLouiqa RaschidEric RasmussenAntonio SantosMartin ThomsenGavin TreadgoldPat TresselNuwan WaidyanathaBrent WoodworthTom WorthingtonDan Zubey

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We are convened

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REPORT OF THE OFFICERS

Mark Prutsalis – CEO

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Report of the CEO

Priorities for next year

Major Accomplishments

Financial Report

Report on Development Committee Activities

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Last Year s Priorities'Community Development

aggressively grow our membership numbers

diversity

Fund Raising

Strategic plan as basis of fund raising

Building stakeholder relationships

Supporting requirements of major users

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Priorities for the Next Year

Engage in Project-based Opportunities

Make Sahana easier to Deploy

Continue to build stakeholder relationships

Continue to be a leader in promoting use of Open Standards

Learn to effective leverage new technologies

Best Practices Open Standards and :Information Sharing Agreements/MOUs

March 21, 2012 DISASTER ROUNDTABLE 18

Standards Organizations

Safe and Well

EDXL-TECPFIF

EDXL-TECPFIF

EDXL-HAVE

Haiti Hospital Data Proposed 2010( )

Missing Persons Community of Interest 2012

Sahana

Google Resource

Finder

Travax

Leveraging New Technologies

How do you understand in 140 characters: Source, credibility, verification, validation, location,

prioritization, categorization, causation, responsibility

Challenge appropriately integrate publicly available :information with trusted systems.


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Joining OASIS

World’s urban population will reach 6.4 billion by 2050 (that’s 70% of the world’s projected population of 9.2 billion)

- United Nations, World Urbanization Prospects, 2007

World’s population and economic centers are concentrated in “vulnerable cities near earthquake faults, on river deltas or along tropical coasts.”

- the Economist, January 14, 2012

Growing vulnerability to to an increased incidence of costly disasters

By 2050 the city populations exposed to tropical cyclones or earthquakes will more than double, rising from 11% to 16% of the world’s population.

- United Nations & World Bank, Natural Hazards, UnNatural Disasters The Economics of Effective Prevention, 2010:By 2070, seven of the ten greatest urban concentrations of economic assets that are exposed to coastal flooding will be in the developing world (vs. none in 2005). Assets exposed to flooding will rise from 5% of the world GDP to 9%.

- OECD, Ranking Port Cities with High Exposure and Vulnerability to Climate Extremes Exposure Estimates, 2007 :

Global annual disaster spending will triple to $185 billion by 2100

- United Nations & World Bank, Natural Hazards, UnNatural Disasters The Economics of Effective Prevention, 2010:Spending on urban infrastructure to approach $350 trillion over next 30 years.

- Booz & Co., Reinventing the City to Combat Climate Change, 2010

2011 was costliest year ever for disasters (earthquakes in Japan & New Zealand, flooding in China, Australia & Thailand, tornadoes in US).Five of ten costliest disasters have occurred in last five years.

– 20% of aid is now spent responding to disasters only 0.7% is spent on mitigation.;President Obama declared record 99 disaster declarations in 2011.



Disaster Trends

World’s urban population will reach 6.4 billion by 2050 (that’s 70% of the world’s projected population of 9.2 billion)

- United Nations, World Urbanization Prospects, 2007

World’s population and economic centers are concentrated in “vulnerable cities near earthquake faults, on river deltas or along tropical coasts.”


Growing vulnerability to to an increased incidence of costly disasters

By 2050 the city populations exposed to tropical cyclones or earthquakes will more than double, rising from 11% to 16% of the world’s population.

- United Nations & World Bank, Natural Hazards, UnNatural Disasters The Economics of Effective Prevention, 2010:By 2070, seven of the ten greatest urban concentrations of economic assets that are exposed to coastal flooding will be in the developing world (vs. none in 2005). Assets exposed to flooding will rise from 5% of the world GDP to 9%.

- OECD, Ranking Port Cities with High Exposure and Vulnerability to Climate Extremes Exposure Estimates, 2007 :

Global annual disaster spending will triple to 185 billion $by 2100

- United Nations & World Bank, Natural Hazards, UnNatural Disasters The Economics of Effective Prevention, 2010:Spending on urban infrastructure to approach $350 trillion over next 30 years.

- Booz & Co., Reinventing the City to Combat Climate Change, 2010

2011 was costliest year ever for disasters (earthquakes in Japan & New Zealand, flooding in China, Australia & Thailand, tornadoes in US).Five of ten costliest disasters have occurred in last five years.

– 20 of aid is now spent responding to disasters only 0.7 is spent on mitigation.% ; %President Obama declared record 99 disaster declarations in 2011.



Disaster Trends

Disasters are

A Growth Industry

There is both Opportunity

And Responsibility

Haiti Earthquake & The “New Information Environment”

New information and communication technologies, new information providers, and new international communities of interest emerged during the Haiti earthquake response that will forever change how humanitarian information is collected, shared, and managed. Humanitarian responders used social networking media, mobile phone text messaging, open source software applications, and commercial satellite imagery more than ever before. Outside of the established international humanitarian community, volunteers and participatory reporters from the affected population became new sources of data and information. Humanitarian organizations, host governments, and the donor community will all need to adapt to this new information environment.

US Department of State Humanitarian Information Unit, White Paper Haiti Earthquake Breaking New : :Ground in the Humanitarian Information Landscape, July 2010

New partners are offering faster, more effective means of analyzing an ever-increasing volume and velocity of data. The challenge ahead is how to create an effective interface between these resources, and create an eco-system where each actor understands its role. It will not be easy. Volunteer and technical communities V&TCs like OpenStreetMap, ( )Sahana and CrisisMappers approach problems in ways that challenge the status quo.

UN Foundation, Disaster Relief 2.0 The Future of Information Sharing in Humanitarian Emergencies, 2011:

I want SSF to challenge the Status Quo

I want SSF to not accept excuse that funds are not available

There are resources being spent on disasters

It is a matter of will

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Major Accomplishmentsof the Past Year

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SSF is an OSI Affiliate!

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SahanaCamps

SahanaCamp@ISCRAM

SahanaCamp LA

SahanaCamp NYC

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Wildfires in Chile

“Faced with disaster situations, like

those lived by our country in the last

days, the need for information becomes

imperative. With this Smart Center, we

can significantly reduce response times

for the persons that search, and

optimize volunteer work.”Lorenza Donoso, President of the Chilean Red Cross

on the Sahana Eden-based IBM Smart Center solution,used in response to wildfires in early 2012

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Hurricane Irene – NYC

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Joplin, Missouri Tornado

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IFRC RMS

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Give2LA

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Chicago CERT

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HelioShare

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RCPT - the Sahana Emergency Management System (SEMS)

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Bombeiros

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WFP & Government of Philippines - RGIMS

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EVHAC – European Voluntary Humanitarian Aid Corps

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CHALLENGES

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Local and Global NeedsUS Charitable Organizations (NGOs)

“I would like to thank you for the amazing database that you have created...I would like to ask you about the possibility of partnering with the organization that I volunteer with, a US-based, 501 c 3 non-profit ( )organization that provides hands-on assistance to survivors of natural disasters around the world... Currently, we are working in Leogane, Haiti and Cagayan de Oro, Philippines. We are in need of updating our databases so that they are more efficient and would love to use Sahana.”“Hello and thank you so much for your hard work and the products that we are beginning to enjoy. I have loaded the software and like it, however we need some additional functionality. Where would we turn with almost no budget to begin a adaptation to this software. If we are looking for a programmer to donate his time what skills would be needed Thank you for your courtesies in these matters and for the great software which ?we are going to try to use for the first time here in Harrisburg IL.”“I would like to talk with someone about disaster volunteer management software and how we work with you. We are a registered 501c3 and know of Sahana through Golden Phoenix”“We provide disaster support mostly with communication, logistics, and planning support for rural communities. We are interested in using the Eden software to assist us and our allied partners. If you could assist us with determining technical need and some guidance that would be much appreciated.

Local CERT Chapter“I m the webmaster for a volunteer organization known as CERT. We are looking for an asset personnel ' /management program, that will track all our vehicles and equipment, our volunteers and their trainings certifications and events they were deployed to. I ve played with your Eden demo and am amazed./ / ' ”

National Red Cross Society“I m currently managing a software development project on behalf of the,,, Government and... Red Cross. Our project ’is to replace the software base of National Registration and Inquiry System NRIS . NRIS is our national voluntary ( )registration system for displaced people during disasters.

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Disaster Support Requests

Typhoon Sendong (Philippines)“I am studying masters of information technology right now and one of my project is to deploy Sahana software to a relocation site here in Cagayan de Oro which recently devastated by the typhoon Washi or Sendong here in " " " "the Philippines... Thank you so much for your organization. Looking forward for your reply.”

Dexter, Michigan (tornado)“I am writing from Dexter, MI where we are dealing with the aftermath of a tornado. I am chair of a public safety committee and have been tasked with trying to find a solution for connecting people and organizations that want to help donate to those who need assistance. It seems your program might be a great fit. I need to get this up and /running asap. Any advice and help would be greatly appreciated.”

Harrisburg, Illinois (tornado)“I am currently looking towards setting up the Sahana Eden software in response to our tornado catastrophe last month. I need some guidance in my efforts. We realize Sahana Eden is one of the best programs to aid in the current disaster and future calamities.”

These Support Requests came in to SSF during March 2012

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Conclusions

We have real customers now

We have real and expanding demand

The nature of our community is changing

Sahana is no longer just a proof of concept

We have a responsibility to support our customers better

Can we offer a hosted solution?

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Sahana Software Foundation2011 Income and Expense Summary

Income Amount

Direct Public Support $17,754.71Project Contracts $5,016.37Total Cash Income $22,771.08In-Lind Donations $6,785.40

Total Income $29,556.48Expenses

Business Expenses $639.24Contract Services $1,125.00Operations $554.69Events $18,049.08Project Expenses WFP( ) $4,312.82Total Cash Expenses $24,680.83In-Kind Donations $6,785.40

Total Expenses $31,466.23Net Income - 1,909.75$

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Sahana Software Foundation2011 Income & Expense Statement

Income Amount

Direct Public Support

Corporate and Business ContributionsGoogle Inc $9,500.00AidIQ $2,479.34

Total Corporate and Business Contributions $11,979.34Individual Contributions

Mark Prutsalis $3,083.13Maria D Albert' $1,000.00Martin Thomsen $750.00David Bitner $500.00Louiqa Raschid $250.00Chad Heuschober $182.65

Total Individual Contributions $5,765.78Publication Royalties

Lulu Press (Eden Essential Guide) $9.59Publication Royalties $9.59

Total Direct Public Support $17,754.71Contracts

World Food Programme $5,016.37Total Contracts $5,016.37In-Kind Donations

IBM (Meeting Space, Annual Meeting) $2,539.00AidIQ (Time & Materials SahanaCamps) $2,173.61IT Crisis Services (Materials & Food - SahanaCamp LA)$1,464.79ISCRAM (Meeting Space, Annual Meeting) $608.00

Total In-Kind Donations $6,785.40Total Income $29,556.48

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Sahana Software Foundation2011 Detailed Expense Statement

Expense Amount

Business Expenses

Bank FeesChase $600.00Paypal $39.24

Total Bank Fees $639.24Business Registration Fees

Secretary of State $20.00Total Business Registration Fees $20.00

Total Business Expenses $659.24Contract Services

Howling Zoe Productions (website) $1,125.00Total Contract Services $1,125.00Operations

HostingOpen Incident (GoDaddy) $554.69

Total Hosting $554.69Total Operations $554.69

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Expense Amount

Events

Travel & MeetingsAnnual Meeting* $11,496.18Relief 11-02 $3,331.58SahanaCamp LA $990.32HFOSS Symposium $793.76Tech@State $298.00GSOC Doc & Mentor Summit $72.78

Total Travel & Meetings $16,982.62Promotional Materials

T-shirts, stickers, hats $1,066.46Total Promotional Materials $1,066.46

Total Events $18,049.08World Food Programme Project

HostingSlicehost $2,112.82

Contract ServicesPraneeth Bodduluri $1,500.00Mark Prutsalis $700.00

Total World Food Programme Project $4,312.82

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Expense Amount

In-Kind Donations

Event - Annual MeetingIBM Lisbon meeting space $2,539.00ISCRAM meeting space $608.00AidIQ printing costs $373.61

SahanaCamp LA ProgramAidIQ time $1,800.00IT Crisis Services materials and food $1,464.79

Total In-Kind Donations $6,785.40

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Fundraising Report Development Committee

501(c)(3) approved by IRS in January 2012

Prepared fundraising goals based on project-based proposals that match the programs included in our operations plan:

Advocacy (travel) $5,000:Advocacy (Ontology Project) $55,000*:Core (CEO) $50,000:Events (Annual Meeting) $18,000:Software Development $120,000*:Training (SahanaCamp) $60,000*:Totals $308,000/year:

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REPORT OF COMMITTEES

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Community Development Committee

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Chad Heuschober

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Fran Boon

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Standards and Interoperability

Chamindra de Silva

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Team Building

Your Sahana Origin Story

Why are you here (NYC)?

Why do you want to contribute to this Foundation?

SSF 2012 Annual Meeting Master

Technology

Transcript of SSF 2012 Annual Meeting Master