OpenStreetMap Foundation
Board Meeting
23rd January 2010, 09:45-17:00
24th January 2010, 10:30-12:40
Face to Face, Amsterdam

AGENDA and MINUTES
Note: This is the agenda and minutes for the formal part of the meeting.
Present: Steve Coast, Henk
Hoff, Andy Robinson, Simone
Cortesi, Ulf Möller, MikelMaron, Michael Collinson
Apologies:
Minutes of 22nd Dec
meeting.
(http://docs.google.com/a/os
mfoundation.org/Doc?docid=0
AVpHn23-hYdNZGQ5ZzNxanBf
MzRkcHdwM25mZw&hl=en_G
B and published for public
viewing as
http://docs.google.com/View?
id=dd9g3qjp_34dpwp3nfg)
Proposed: Steve Coast
Seconded: Henk
Accepted
MATTERS ARISING.
1

Review of outstanding
action items.
We reviewed and updated thestatus of action items fromprevious meetings:● Andy - European●UnionTrademark. Laudit
Solicitors payment(Pending until former
treasurer returns.)
Andy - GSoC mentors
travel - Liaise with Ian

●

●

●

●

●

●

to get invoice prepared.
(invoice still pending)Henk - Local Chapters circulate the Local
Chapters agreement toboard when morecomplete. (done - item5)
Mike/Andy - talk to alawyer re definition ofmembers and also on
the protection and useof our data. Generaldata use and protection
viz a vis UK DPA (DataProtection Agency)(pending lawyercontact) Steverecommends looking at
ODesk.com as apossible source forprofessional services.
Mike/License WG template reply letter is
now available forcompanies asking
permission to use OSM
data or OSMF services.
http://docs.google.com/
View?id=dd9g3qjp_9ddv
p98g6. LWG should put
this on the Foundation
wiki and then liase with
Data WG as to effective
handling of futureenquiries.(pending)Andy/Data WG - getwebsite pages updatedwith right "if you needhelp" communication
information on bothwww.openstreetmap.or
g AND wiki AND
Foundationsites.(ongoing, needs
final cleanup)
Mike to organise alimited use
osmf-announce mailinglist. (ongoing)
Mike - get D & O",
Directors and Officers

liability insurance
quote(s). (pending)● Andy - NetCologne
server/hosting offer Respond that we areinterested in offer but
will need to ask thecommunity for advice
on exact use. (pending)● Steve - Kick off a
broader initiative forfinding more sources ofaerial imagery (ongoinglead)
Mikel is on steeringcommunity of
OpenAerialMap.org and isalso working sources.
● Mikel/Andy - RussianCommunity, ScanEx
Satellite Imageryrespond positively tothe email (done)● Andy - PROOF - Executesign-up (done)● Andy - PROOF - Get
login privileges for Mike
● Mike - PROOF - Confirm
whether we shouldlodge this Resolution.
Andy notes that we should
review Articles and UK
Companies Act re formal
decision making via phone.

●● Mike/LWG - Can we●have a progress metershowing theyes/nos/those that do
not know/those thathave not logged andhave some extent
edits? Ask Matt
Amos/Grant Slater.
(yes, no action)
Steve - OSMF website
needs better graphic
layout - put out theword for volunteers(pending - board
members need tocomplete logo review)

● Action - Andy - Begin

●

●

●

●

4

registration process for
additional trademark as
per Frederik Ramm's
email. (pending, will
liaise with Grant Slater)
Mikel - Data WG - Do awrite up on Geodata on
what the OTRS ticket
system-based
procedure is, after theclean-up has finished.
(pending completion ofwiki)
Mike - Membership Ask folks who haveunsubscribed from
osmf-talk why they did
and report back toboard (pending)Mikel - Communications- type some newwording for the "About"on the current
Opengeodata blog andemail to board@ -->Steve to change somewording and encourage
broader participation
All - Review and voteon logo entries as per
Steve' email

License / Legal:● New License Update
Mike reported that withFoundation member voting
ending December 26th withan 89% Yes vote though 55%
turnout, the LWG wasrecommending proceeding asplanned. The LWG wanted towork on two outstanding
issues in Contributor Terms
before a move todual-licensing. One ispossibly resolved, one is still
under discussion. If all goes
well, he projected a goal of
two weeks to dual-licensing.
The two issues are:

1) License violations - cansomeone sue on the basis of
misuse of their data? We've
had clear Counsel response.
Yes. OSMF can on the basisof collective/database rights.
Individual can if it data thatthey have put. Board
suggested that we deal withthis via Community
Guidelines.
2) Third-party ODbL to ODbL
conflict with the need to beable to potentially change thelicense over the comingyears. Needs one more roundwith legal counsel. The board
discussed solutions andsuggested that a current
solution is a) Reduce the riskthat some folks perceive by
increasing the amount ofactive contributors needed tochange the license from 50%
to 2/3 b) Not make anychange to the Contributor
Terms now but handle
ODbL-based third-party data
imports on a case by casebasis.

● TrademarksNothing discussed.

● Other
Nothing discussed.
5

Working Group Reports:● Treasurer - Andy
We really need a Euro
account to minimise costs
paying some outstandingbills. However on research,
this is difficult and costly in
the UK. Andy will investigate
UK and Eire Euro accountoptions further. An
alternative is to open anaccount in a Eurozone
country. Simone reports thata UK company could set up
an account in Lithuania. Henk(Holland) / Simone (Italy,Lithuania) / Ulf (Germany) Can OSMF open an account inyour bank? What roughly are
the service charges?
A review was done on theeffectivity of our Donation
button. Our income outside
SOTM is approx GBP 1,000per month. Over the last 4.5
months we got GBP 441 inmembership, about GBP 40
from Amazon merchandise
sales commission. We got
GBP 3,228 (700 per month)with the average amountbeing GBP 20 per donation.
Andy/Mikel reported an initialphone-based meeting withSteve King (based London) of
Omidyar,
http://www.omidyar.com/ todiscuss how they might
support growth of our projectin their terms and ours. They
had a long discussion aboutthe aims of OSM and OSMF
and how it worked. He
wanted to know: Where do
we want to grew? Employeepeople? Need non-financial
help such as organisation?
Andy proposed, and it wasagreed, that he meet him,
possibly with Steve, inLondon shortly and discuss
not money but help withactually formulating a growthprogram and process.
Other options are Hivos, OSI,
Tim Berners-Lee's Web
Foundation. However, theseusually want to operate witha specific program and set ofexisting defined strategic
goals.

We decided to start a fundraising working group andwill discuss this further overthe weekend.

● SOTM 2010 - Henk
We have three people in
Spain, Ivan, Xavier andClaudio. Xavier lives in
Girona and Claudio 20
minutes away.
A down payment of Eu 5,000
is now required for venue.
Total facility hire (notincluding food) cost will be Eu
18,000 + VAT. Food will not
be contracted untilsponsorship and attendancelevel is clearer. We arelooking at a maximum of 400
people. Crowd-source
traditional food catering is
now be looked for. A fullycommercial quote of Eu
40,000 all in for 400 has been
received. Current total
budget is roughly Eu 60,000.
Break-even attendance
depends heavily on numberof sponsors, so that is thecurrent priority.
http://2010.stateofthemap.or
g will be up as soon aspossible.
Call for papers will madeduring February.
The board expects to theconference to be
self-financing.

● Local Chapters: Henk
The Local Chapter working
group has finalised a
proposed agreement forestablishing federatedorganisations afflicated with

OpenStreetMap. The
document maybe read here:
http://docs.google.com/View?
id=dfpdhmxk_23htjdnjgv
The purpose is to provide atemplate agreement for each
Local Chapter. The agreement
may be adapted for local
laws and regulations.
LCWG proposed that theprocess for approving a Local
Chapter is proposed as anapplicant submitting thisagreement to the Local
Chapter working group,
together with a cover letter.
The LCWG will review each
proposed agreement, andthen submit to the OSM Board
for final approval.
LCWG asks that the Board
review and approve thistemplate agreement, anddecide on a membership feescheme.
The board raised thefollowing issues that will needto be addressed at somepoint:- choice of law- arbitration- trademark licensing- review of membership
application for the Foundation
After a strategic discussion,
the board acknowledged that
it is too early to set up aconcrete local chaptersframework: the role of theOSMF itself needs to bere-evaluated; the agreement
itself may be lacking
coverage in certain areas,
including those listed above;and the needs of somepotential local chapters may
not be fully addressed.

However, Spain would like togo ahead and set up a local
chapter as soon as possible
and we understand that theSpanish community broadly
accepts the current draft of
the agreement. It is also
desirable to progress andevolve a local chapter
environment with concrete
action. The board therefore
decided to ask the Spanish
community if entering into a
Memorandum ofUnderstanding based on thecurrent agreement, asmodified below, would meettheir immediate
requirements.
Clauses 3.3, 4.1a, 4.1bshould be replaced withwording expressing thisintent:"Membership of individual
Federated Organisation
OpenStreetMap members in
the Foundation will continue
to be discussed by the twoparties. In the interim, theFederated Organisation may,on a payment of Eu 15,
request that an individual
member be also made a full
member of the Foundation.
Such a request may besubject to the review of theFoundation board but will not
unreasonably be denied.
Other recommended changes:- Make "defined territory" adefined term in a Schedule 1.

● Technical - Steve
A replacement much bigger
off-site back-up system is
now up and running. It isbacking up the main geodata
and and now additionally GPX
tracks. There appear to beno immediate technicalrequirements needing funding
in the next quarter.
On the back-up system, theboard would like to know:- is the system is sufficient?
- is it automatic?
- can wiki and GPX dumps be
made available on a regularbasis to the generalcommunity?
Action - Steve / Technical WG- please answer questions● Data - Mikel
No critical open issues. Public
interface for general public toreport issues and for Data
WG to track them is still
under development.

● Articles - Andy
Nothing to report.
Andy - Initiate the holding ofa first meeting.

● Data Import - Steve
There does not seem to be
any real role that a formal
WG can play. Disbanded.
Mike - remove fromFoundation website● Membership - Mike
In addition to regularsign-ups, a company has
sponsored 30 of its
employees to join. The board
welcomes the new members.
Current paid-up membershipstands at approx 300 (willconfirm and update minutes).
We discussed whether weshould disclose the names ofsuch companies, balancing
the need for transparency ofpotential control of theFoundation versus privacy.
Steve recused himself. We
decided that as a matter offuture policy, if a company
sponsors a significant amountof members, we will accept
provided that the company
agrees to us mentioning thename of the company inminutes or other publicmaterial.

● Communications
We have three volunteers.
Mike - organise a firstmeeting
The meeting on the first day
concluded at 17:00 CET.
6AOB
The meeting on the second
formally started 10:30
without Steve. Andy wasnominated ad interim Chair.
- Logo review
We decided to create a shortlist during the strategy
workshop. The list will be
provided to OSMF members
for final selection.
- Haiti Press Release
Over the last two weeks,
volunteers fromOpenStreetMap have been
providing essential maps toSearch & Rescue teams inHaiti . The board notes that

this is something the reallyvalidates what
OpenStreetMap is trying toachieve and would like tothank Mikel and thetoo­many­to­mention OSM
community members who
have participated andcontinue to participate in thiseffort, and to the providers of
new imagery and data.
We reviewed the final copyof a press release kindly
drafted by Richard Fairhurst.
The released version isavailable at
http://wiki.openstreetmap.org/wiki/WikiProject_Haiti/Press_info#Press_Release- Foundation as recipient offunds for humanitarian
projects
The board was asked byMikel if OSMF would act as arecipient and disburser ofthird-party funding for ahumanitarian project called
Map-Kibera. Kibera is thelargest slum area in Nairobi,
Kenya. This can act as apilot project for the OSMF
grew its own capacities toachieve its own objectives,
such as to set up thenecessary processes foracquiring and utilising
third-party funding . It isbased around OSM data andcontributing new data toOSM. Mikel declared that hewould be receiving
remuneration to cover basic
living costs andtransportation associated withthe project.
The board decided yes inprinciple, subject toaddressing the following
general criteria which willdeveloped and expanded overtime.

- The project should meet theaims of the Foundation in theopinion of the board.
- The Treasurer may stipulate
criteria for financial to theOSMF.
- The OSMF should not be putin the position of becoming ade facto employer.
Andy - Seek professional
advice- The OSMF must not bear
liability for the use of thefunds. The project should be
responsible for its own
actions and should haveresearched and made anynecessary insurance
coverage. The OSMF may ask
for proof of such.
Andy noted that we should
further explore liability risks
and how to handle it for
future projects.
Mike - Seek professional
advice for this instance.
- Simplifying first impressionof
http://www.openstreetmap.or
g/ website for new users
Simone expressed concernthat it does not mean muchto first time viewers. Thereis a need to for a clear remiton this to the (as yetinoperative)
Communications/User
Interface Working Group(s).
We will discuss direction
during the strategy workshop.
7

Date of next meeting
Thursday, February 25th
18:00 GMT / 19:00 CET /21:00 Nairobi
Simone - Set up a shared
Google calendar and giveownership to Mike

The formal portion of theboard meeting declared
closed at 12:40. We
continued with a strategy
workshop for the rest of theday.
8

Strategy Workshop (notesonly)

9- logoWe selected a short-list of 11
logos and checked them on
the criteria of● Simplicity● Scalability● Name● Symbolism● Uniqueness
Steve - Publish to foundation
wiki for review by members
and publicise
The formal meeting closed at
this point, we then did aquick poll on these subjects
for futher informal
discussion:- constitutionxxx- fund raising working groupxxxxx- front pagexxxxx- personal TODO wishesx