20110525 Board Meeting Agenda/Minutes

OpenStreetMap Foundation

25th May 2011

AGENDA & MINUTES

Participants
Present: Henk, Oliver, Mikel, Steve
Apologies: Ivan
Unavailable: Simone

Agenda and Minutes
Administration
Approve minutes of previous meeting
Minutes of 18 May 2011
● proposed: Steve● seconded: Oliver● No objections● approved

Agenda items for this meeting

Old BusinessBudgeting
Review of Budgeting documents. Where tasked to Emilie & Mikel. Reassigned to new
Treasurer and Mikel. [ACTION: Oliver & Mikel] Pending
Oliver has reviewed the docs and there are still some comments to work out. Planning on
having a proposal by the Face to Face.

Banking
Banking accounts needs to be transfered to other people within board [ACTION: Oliver]
Requested the transfer documents from Barclays bank. Waiting for the documents toarrive. Due to time to process the documents, it’s expected to have the banking accounts
transfered around mid June. >> Pending

Accountant
The accountant currently prepares OSMF tax information. The accountant will bedirected, if willing, to also maintain OSMF books. Reassigned to new Treasurer [ACTION:Oliver]
Have had contact with Andy. Will set up a meeting with the current accountant during
Face2Face.
Working on getting the books for 2010 closed. Still one item needs to be sorted. Will beable to finalized by the end of the month. (although chalenging).
Appointment made, Financials of 2010 are other item on agenda. >> Done.

Financial update
Treasurer to provide financial updates approximately every two months in future.
Reference to previous financial statements for burn rate. Henk has set up a financial
spreadsheet. Spreadsheet needs updating with latest figures. Reassigned to newTreasurer [ACTION: Oliver]
Oliver has taken over the PayPal account. Banking account still needs to be handed over.
When that’s ready, a complete financial update can be made.
Update of end of 2010 is ready. Now getting the current situation clear. >> end of June

Membership registration
Our membership registration needs to be made up-to-date. [ACTION: HENK]
The membership list has been made up-to-date. Currently we have 437 members ofwhom 149 are fully paid up. Those who are behind on their membership fee are being
send a renewal notification.
There is nothing out of the ordinary to report on the membershiplist.

Notification of membership-fee-payment is now forwarded to membership secretary.
The board has requested a quarterly update on the membership (unless urgent mattersarise)
Action Oliver: Communication WG coming up with welcome-template

SotM
SotM WG to provide financial risk summary to board. Event insurance to be considered,perhaps from same vendor as last year? [ACTION: HENK] - In progress
Summary send to Oliver. Will also be made available to other board members.
Insurance still pending.
Face2Face meeting prior to SotM-EU
Meeting will be held in the weekend of June 10-12th in England. Location to be decided
on next week.
When location is fixed Oliver will take care accommodation. [ACTION: OLIVER] >>Done
An draft agenda for the weekend will be made by Steve [ACTION: STEVE]
Will publish the agenda when we all agree on it.
The suggestions of items for the F2F meeting will be prioritized before the meeting.

UCL Hosting power outage
Board has taken notice of announcement of 3 weekend power outages at UCL where ourmain servers are located. There are already some questions asked to people with TWG for
viable scenario’s and the potential costs for them.
Waiting on response in order to make further decisions. [ACTION: Mikel]
Inquiry has been made whether Imperial would be an back-up option. Still pending
Board agreed on exploring alternatives for UCL power outage. Board agrees on taking up
Imperial as back-up hosting partner.
Mikel >> Inform TWG
Steve >> Ask Grant to explain our plan with UCL

New business

Financial statement 2010
The financial statement of 2010 has been passed around the board members. They wereunanimously accepted. Oliver is going to file them with Companies House.

List etiquette
OSMF Board support expanding the authority/role/level of activity of moderators. SWG
needs to draft some guidance for moderators. [ACTION: Mikel]

Working groups update
Not discussed

Any other business
None

Meeting End
Meeting ended at 19:07 CET

Date of next Meeting
Wednesday June 1st at 18:00CET 1600 UTC (dial in).
OSMF corporate office is:
132 Maney Hill Road
Sutton Coldfield
B72 1JU
United Kingdom

Items to be discussed in a later meeting

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