OpenStreetMap Foundation
Board Meeting
13th October 2009, 18:30-10:05 BST
Call in

AGENDA and MINUTES
Present: Ulf Möller, MikeCollinson, Henk Hoff, SteveCoast, Andy Robinson,
Simone Cortesi, Mikel Maron
Minutes of 15th Sept meeting.
http://docs.google.com/a/os
mfoundation.org/Doc?docid=0
AQJ1pRj49B-3ZGdqOWh6aGZf
MGN4cTM4bWY1&hl=en_GB(and published for public
viewing as
http://docs.google.com/View?
id=dgj9hzhf_0cxq38mf5)
Proposed: Andy
Seconded: Henk
The minutes were accepted.
MATTERS ARISING.
1

A record of action itemsfrom the previous meeting.

● Mike - Announce●●●positions to osmf-talk(done)
Henk - we need toknow the SOTM venue
amount -> Andy(done)
Mike/all - Create a
Google Doc for WG
chairs and members.
We will work on thisoff-line before the next
board meeting.
(pending)
Steve - Scan Clark's

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letter of engagement
and circulate. A copy
should be held by theSecretary. (done)
Andy - make thepayment and transfer
the domain
openstreetmapS.org toGoDaddy (payment
done, domain transfer
done, now redirectingto main site)---> Andy - NEW.
complete funding drive
proposal---> Mike - NEW congratulations to grant
Andy - European
UnionTrademark. Laudit
Solicitors payment (willbe done as part of80n->Andy handover)Henk - Organisedebriefing meeting ofprevious year's SOTM
WG, document whatwent will and what did
not; wrap up
video/audio for 2009;
kick off SOTM 2010.
(done, will happen
tomorrow, to follow up
an informal meeting
two weeks ago; vimeo
account only allow us toupload limited video
per week; RFQ
announcement being
prepared)Mike - Add directors
liability insurance toitems to verify with UK
legal counsel (done, weneed to get "D&O"
insurance, see below)
Andy - GSoC mentors
travel - Liaise with Ian
to get invoice prepared.
(invoice pending,liaison done)
Henk - circulate theLocal Chapters

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2

agreement to board
when more complete.
(pending)
Steve - Make
foundation website
switch to wikimedia
happen (done)
Mike - Ask Simone if hewould like to get
involved in dev server
account policy (yes,Simone will take thison)
Simone (via Mike) Ask Nick for
spreadsheet identifying
roles and tasks which
we will use to ask forhelp from thecommunity. (done)
Mike - talk to a lawyer
re definition ofmembers and also on
the protection and useof our data. (ongoing)
Andy/Mike - Generaldata use and protection
viz a vis UK DPA (Data
Protection Agency)(pending lawyercontact)
Mike - Google doc for
WG members andchairs

Working Group chairs andmembers:Pending, we will work on thisoff-line.

3License / Legal:● New License Update- Open letter
Matt via Mike - Change
asking for "advice" to "views"
or "views and informalopinion".
Matt/Ulf via Mike - Change
link in letter to a wiki link,
not a Google document.

- Formal proposal toFoundation members
Ulf - Migrate Google doc toFoundation wiki.
No further discussion on theactual content.
- Draft vote format
LWG requested a yes orexplicit edits to the vote andsurvey wording in:
http://docs.google.com/a/os
mfoundation.org/Doc?id=dd9
g3qjp_3ffzfd6tm
The board agreed to thewording as proposed.
- Vote date and eligibility
The proposal should go out tomembers as soon as
possible. The board decided
to set a provisional voting
start date of one day after
the next board meeting or 14
days after members havereceived the proposal,
whichever is later. Provided
that there are no serious
reservations raised by theOSMF members or as a resultof open letters before thatmeeting, the board will voteon giving the green-light atthat next meeting. The
boards wishes to be copied
on substantive response
received from the open
letters or from thecommunity and will discussthem via email.
LWG proposed making
January 23rd membership
vote eligibility cut-off datemore current, Oct 13th, thedate of this meeting. Mike, asmembership secretary,affirmed that he had seen nomembership join-up activity
that he would deem assuspicious. The board agreed
to the proposal.

● Trademark
Nothing new.

● Registered address
A pending change occur once
Treasurer handover iscomplete.

● Other
A template reply letter is now
available for companies
asking permission to use OSM
data or OSMF services.
http://docs.google.com/View?
id=dd9g3qjp_9ddvp98g6.
Mike - LWG should put this on
the Foundation wiki and thenliase with Data WG as toeffective handling of futureenquiries.
LWG is continuing work on
Website Usage Terms. A
revised version from Clark
Asay
https://docs.google.com/a/os
mfoundation.org/Doc?id=dg3
p525h_04jtsdqg44Working Group Reports:● SOTM 2010 - Henk
A wiki request for venue pageis now open. Formal kick-off
will be tomorrow night.

● Local Chapters: Henk
Nothing to report.

● Technical - SteveThere are plans for asysadmins meet-up; nothingelse to report.
AI Steve -put together aprocedure for upgrading wiki
and wordpress instances.

● Data - Mikel
Grant has now set up OTRS
Ticket system. All current
Data WG issues have been
moved into it. It needs an
upgrade before going into fullproduction use.
Automated edits that go
haywire. Matt has
implemented "SoftBan" that
temporilly limits acontributor's edit capabilities
and sends them a message.
Not exclusively for bots, butthat is the primary target.
Communication channel
improvement is also planned,
so that it is easier to contact
contributors.
One or two more people inthe Data WG on the adminside would be appreciated.
Andy - get website pages
updated with right "if you
need help" communication
information on bothwww.openstreetmap.org AND
wiki AND Foundation sites.

● Articles - Andy
Nothing to report.

● Data Import - Steve
3 meetings so far but somemore coordination required toget everyone on at the sametime.

● Membership - Mike
We have 252 members; 1
new Danish member, noexpiries, no renewals sincelast board meeting. This is
typically a very slow part of
the year for memberships.
Mike has a very early
Perl-based membershipmanagement system running
off-line that will allow
self-registration, membershipapproval, membershipstatistics, a semi-automatedrenewal system with theability to send mail-merge
email. It will allow us tocapture member data such ascountry and give the ability
for privacy settings andopt-out of Foundation
osmf-talk communications.
With Grant Slater's help, thiswill be installed for earlytesting and comment on theFoundation website.
Mike/Andy - review paypal
notifications to make surethat they are being received
properly for new member
applications.

● Communications
The Foundation website has
now been moved fromWordPress to MediaWiki, allexisting pages have been
migrated over and Boardmembers will have accounts;
thanks to Grant Slater and Ulf
Möller for achieving this.
An OSMF blog is also now
available and board members
have been sent logins. This
joins a Twitter account.
Material should be of general
OSM interest and does notneed to be "official" view.
Steve proposal - OSMF logo
competition/brief in sameway SOTM logo was found. A
Steve - Organise
Several new country mailinglists have been set-up as wellas an OSM "announce" and"tagging" mailing lists.
As several OSMF members
have unsubscribed from
osmf-talk mailing list, weneed an alternative to reachall members. A limited use
osmf-announce mailing list
may be the best option. Miketo organise.
New proposed WorkingGroups:● Fundraising
We have no specific major
fund requirements, so thiswill be a long term project.

● User experience
This is of importance but
currently beyond ourresources to kick off in as wehave several Working Groups
getting going. We will
re-address later at latermeetings.
Volunteer Roles
5Membership:
Data Protection Mike has found two UK-basedlawyers specialising in
non-profits and has an
informal quote from one for
GBP 500 for writing a formal
brief on the questions of thelegal relationship between

"Members" of OpenStreetMap
as a UK company limited byguarentee and "members" asin supporters who pay a GBP
15 annual fee, ourresponsibilities forprotecting/publishing
Member/member data andoptions for updating ourArticles of Association toreflect our operating
conditions. He has circulated
an informal report to board
members in which the key
points are: 1) It would appear
that there is no formal link
between Members andmembers unless the OSMF
board explicitly resolves that
there should be; 2) ourcurrent Members are most
likely to be the originalincorporators and this should
be updated to included atleast the current board
members.
We will discuss concrete
action after Mike reports
formal advice at the next
board meeting.
Confidentiality Agreement Pending Mike's formal
engagement of UK-based
legal counsel
6

Insurance & legal
compliance:
Mike has been advised
informally but strongly by aUK lawyer that even as anon-profit we should obtain"D & O", Directors andOfficers liability insurance.
Mike is getting quote(s).

7Yahoo!
Several contacts have been
made but we are unable toget any formal writtenagreement on the use Yahoo
imagery which is a concern
given their recent staff
turnover.
Steve - Kick off a broader
initiative for finding more
sources of aerial imagery
8Russian Community,
Satellite Imagery
A potential donor would likean agreement with a formal
entity for allowing access to?6m imagery for making theOSM map of Russia. Since
there is currently no formal
Russian OSM organisation,
this falls on the Foundation.
We will indicate our interest
and willingness but need tosee exact terms andconditions.
Mikel/Andy - respondpositively to the email
AOB

9NetCologne server/hosting
offer
Offer on table for loan of agood server, with nobandwidth limit. Free but
attribution needed.
Possibility of putting wiki
here instead of Imperial.
There was board discussion
on the merits of ease ofcentral administration of ourcurrent core system versus
the merits of more
distributed system withability to keep going in theevent of outages.
Andy - Respond that we areinterested in offer but willneed to ask the community
for advice on exact use.
Date of next meeting. Nov
10th (check PST, clockschange) 18:30 BST / 19:30
CET