20120814 Board Meeting Agenda/Minutes

OpenStreetMap Foundation Board meeting

14th August 2012, 19:00 GMT

AGENDA & MINUTES
Participants
Expected: Steve, Henk, Oliver, Mikel, Matt, Dermot, Richard
Present: Oliver, Steve, Dermot, Henk
Apologies: Mikel, Richard
Not available: Matt

Agenda and Minutes
Administrative: Previous minutes
July 17th 2012
Proposed:Seconded:
Approved Not discussed

From previous minutes
Henk: Introducing Richard to Mio. >>> Done
Richard & Henk: Communication Policy >>> Ongoing.
Mikel: to sent request for help with organization development >>> Talked with 4 organisations. Needs
follow up by board.
Matt: boiler plate contract for future freelance hires >>> Ongoing

License change

The rebuild­bot has done it’s work. There are still some discussions about a few area’s that might betainted due to people re­importing data.
Decided to send a message out to DWG to have the database ready on Friday August 24th, 2012 for thelicense to be changed. >> Action: Dermot

Chairman Emeritus
Henk proposes to appoint Steve as “Chairman Emeritus” of the OSM Foundation.
Steve, as Founder of the project, is an invaluable asset to the Foundation. His energy and vision should
be secured with the project for the longer term. For the project to make best use of the qualities of theFounder, he should be in more representative, strategic and stimulative role.
Meaning:
The position of Chairman Emeritus is an honorary title that is granted by the board for the person'sachievement for the OSMF and the intention of the board to retain the relationship between the individual
and the OSMF.
The position of Chairman Emeritus is not an (elected) position to the Board of Management mentioned in
the Articles of Association.
Rights granted: The Chairman Emeritus has a standing invitation to board meetings, working groupmeetings and State­of­the­Map conferences. He is invited to give advice to board members and working
groups; as well make personal statements in public. The Chairman Emeritus is granted the right from theboard to represent the OSMF in the public towards media and on conferences. In case he represents theOSMF he has the right to have his expenses reimbursed that are related to the representation. Further
he can claim the expenses to visit the OSMF's official State­of­the­Map conferences.
Steve was willing to accept the position. Dermot and Oliver supported the proposal. Decision was madeto grant Steve the role of Chairman Emeritus after consulting the other Board members (Matt, Mikel,Richard).
NOTE: after the meeting the other board members were consulted. Matt, Mikel, Richard confirmed thedecision within 24 hours after the meeting via e­mail.

AGM 2012
Decided that AMG 2012 is going to be held at SotM12 venue at Komaba Research Campus 4­6­1,Meguro­ku, Tokyo, Japan, September 8th, 2012 at 12.30 JST.
Preliminary agenda:● Apologies for Absence● Minutes of the last Meeting● Chairman's Report● Treasurer's Report● Election to Board● Any Other BusinessElections to board
Coordination of voting handled by Dermot. Since Secretary is up for re­election.
Scrutineers:­ Jonathan Harley (is present at SotM)­ Paul Norman (is not present at SotM)
Since Paul is not present at SotM, he cannot help with the in­person votes. Decided is to do another callby the membership for volunteers. If there are none (who also are present at the AGM), we go with Paul.
Action: Henk
Key dates:● ASAP: election announced / candidate nominations and declarations open
● Sunday, 26 August 2012: Candidate nominations and declarations close at 1700 UTC● Monday, 27 August 2012: proxy votes by email open at 0900 UTC● Wednesday, 05 September 2012: proxy votes by email close 1700 UTC● Saturday, 08 September 2011: AGM at SotM ­ Denver in­person votePositions up for election:­ Henk >> up for re­election­ Mikel >> not up for re­election­ Steve >> not up for re­election

AOB● NoneNext meeting
There is one meeting needed before SotM for formal decision on the change of license.

Meeting End
Meeting ended at 20:45 GMT

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