OpenStreetMap Foundation
Board Meeting
15th September 2009, 18:30-22:40 BSTCall in

AGENDA and MINUTES
Note: These are the final formal minutes.
Present: Steve Coast, Mike
Collinson, Simone Cortesi,
Henk Hoff, Ulf Möller, AndyRobinson, Mikel Maron (andGrant Slater and Matt Amos)
Minutes of last meetings.
(https://docs.google.com/Doc?docid=0ATJUrtf5aju1ZGNzNn
BoaGtfNWY5cjIyd2Nm&hl=en_GB)
Proposed: Mike
Seconded: SteveThe minutes were accepted.
MATTERS ARISING.
1

Board Appointments:
Chair/Treasurer/Secretary +Working Group chairs
It was suggested that theformal Treasurer should be
best filled by a UK-based
board member as the bankaccount is in the UK.
The following were thenproposed for and voted in byacclamation:
Treasurer: Andy Robinson
Secretary: Mike Collinson(Proposed Steve, SecondedMikel)
Chairman: Steve Coast(Proposed Mike, SecondedHenk)

AI - Mike - Announce
positions to osmf-talk
A vote of thanks was made toEtienne for his work as
Treasurer over the last twoyears, proposed by Andy.
Andy will take over accounts
as of end of OSMF tax year
(Aug 31st). It was noted that
the CCC SOTM 2009 venue
invoice has not yet been
received. This will skew
accounts if not entered as anaccount receivable for thelast year. Henk - we need toknow at least the amountWorking Groups Chairs
It is not necessary for a
Working Group Chair to be aboard member but it
desirable for there to be two
members in each group sothat at least one is present atmeetings.
AI - Mike/all - Create a
Google Doc for WG chairs andmembers. We will work on
this off-line before the next
board meeting.
2License / Legal:
Matt Amos and Grant Slaterfrom the License Working
Group joined the call.

● New License Update
The LWG has responded
earlier to board concerns witha summary document. TheWG has also provided a near
final draft of the Contributor
Terms. Matt has done ahuman readable version ofthe ODbL.
(http://www.asklater.com/matt/odbl/)
A further round of progresshas been completed and now
the WG wishes to move toclosure. Seeking any furtherinterest from Board to beaddressed by Board members
joining the next meeting(s).
Three things to consider:
1. Revised board proposalnow in gdocs
http://docs.google.com/View?
id=dd9g3qjp_2mp8f5shj. WG
wishes to put this revised docto members.
2. Open letter prefered to go
only now to selected IPlawyers and other legal
counsel, eg
wikimedia/creative
commons/Free Software
Foundation etc. Leading usersof OSM data are not currently
on the proposed list. Basicallythose organisations who are
not already our ourproposals.
3. Wording of the voting
proposal - suggest to engage
with other OSMF members toassist as there is currently noconcensus in the WG.
Looking to gain Board
approval at Oct or Nov board
meeting.
Mikel has some questions toaddress which can be done
offline.
The board concluded:
1) Proposed letter tomembers to be approved byboard. The board requested
that copy of the letter be
forwarded to the board foroff-line approval via email.
Looking for unanimous voteon the proposal and theaccompanying letter.
2) Open letter. Should have arequest for a clear
affirmative answer within acertain timeframe.
http://docs.google.com/a/os
mfoundation.org/Doc?docid=0
AZPN91k8AaLAZGM5NW14cHNfMGY5ajVnZmZu&hl=en_GB3) The wording for the voteand the voting options should
be short, sweet, andpersuasive. The board left itto the LWG to come up withthe wording. It would be
beneficial though notessential for it to bepresented along with theproposal itself for member'sreview.

● New License
Programme - discussedwith above● WSGR law firm release
Clark, our pro-bono legal
counsel, is asking for ageneral waiver for his law
firm to work for other clientson OpenStreetMap issues.
After discusssing the pros andcons, the board agreed that
this was broadly in ourinterest and that Steve shouldsign such on our behalf.
AI - Steve - Scan Clark's
letter of engagement andcirculate. A copy should beheld by the Secretary.

● Trademark
European UnionTrademark.
We need to pay Laudit
Solicitors GBP 1,050 forcovering the European
registration fee itself. Andy

will confirm with Etienne
whether that has been paid.
Extra payment of about GBP
1,000 would be required ifthey also handle the transferfrom Steve to the Foundation... Andy will get a final quote
and ask for this to be
reduced.

● Registered address
At the moment theregistration is Etienne'shouse. We will transfer toAndy Robinson's house for thetime being. Andy will notify
Company's House.
Matt and Simone left themeeting at this point.
3

OpenstreetmapS.org
domain at Tucows
Tucows has offered thedomain for $1,300. We
agreed will buy it. Andy will
make the payment andtransfer the domain to
GoDaddy where our otherdomains are registered.
20:40 BST - we took a 10
minute break. Grant left themeeting.
4

SOTM Request for
Quotation (RFQ)
Henk will open up the RFQ
process this week as a wiki
page. This will give somebasic criteria (need for active
local ground team, size lastyear, venue, transport,accomadation) for a
conference to be held weekof July 10th 2010 and somefeedback from SOTM 2009
comment forms. Bidders will
also be invited to propose
new innovations. Bidders will
be encouraged to make theirbids as open and transparent
to the whole community fromthe beginning. Any items thatshould be held in confidence
will handled on a case bycase basis. As last year, wewill focus on one international
conference but will happy ifother bids lead to country or
regional conferences develop.
AI - Henk The previous year's
SOTM WG should meetshortly and document whatwent will and what did not;and wrap up video/audio for2009. This will also kick off
SOTM 2010. General board
members will be invited too.
5

Other Working Group
Reports:● Local Chapters: Henk
Been working on a Local
Chapters Agreement template- what it should do and its
relationship with OSMF. There
are a lot of legal issues to dowith requirements/limitations
in different countries. A
temporary initial agreement
may be completed at ameeting on Friday. Spain willprobably form as a pilot using
this agreement. Transfer offunds to OSMF is also an
issue in some countries.
Mikel suggested that we look
more seriously at charitablestatus for the OSMF - wehave not done this to date forreasons of complexity andpotential limitation offreedom to lobby.
AI - Henk - circulate theagreement to board whenmore complete.

● Technical - Steve
Has not met within the lastmonth. However lots of work
has been done. The system
has been substantially rebuilt

and enhanced during aschedule power outage on theweekend of Aug 22nd
Board thanks to Grant Slater,
Andy Alan, Matt Amos andwhoever else went in thatweekend. Grant has source ata low cost purchased theequipment for moving thewiki onto a much more
powerful machine andhousing it Imperial College,London University. The actual
move is pending finalisationof agreement with Imperial at
the beginning of the UK
academic year.

● Data - Mikel
Data Group, courtesy Grant
Slater, is working on getting
a ticketing system set-up
rather than dealing withissues ad hoc in monthly
meetings. Mikel is cleaning
up the public-facing text on
the wiki dealing withcopyright and license
violation issues. There is anincreasing amount of reports
being made.

● Articles - Andy
No action since last meeting.
Several members haveexpressed interest and Andy
will now approach them to
set up a first meeting. We
may need to engage legal
opinion on our scope forchanging things.

● Data Import - Steve
Has had a good first meetingand minutes will be
published. Will meet again aweek and half from now.
Picking a couple of datasets
to use as pilots to workthrough a collaborativeimport process.

● Membership - Mike
We have 251 fully-up
members.

● Communications
Steve proposed and there
was general agreement that
the Foundation website should
be converted from WordPress
to MediaWiki. Board
members will have accounts
and other OSMF members will
be encouraged to takeownership. It will also
provide a mechanism fortranslating all or portions into
other languages. This willallow us to keep more
up-to-date and provide better
service. Andy pointed outthat we do have to be carefulin locking down or setting
formal procedures.
Andy has now set board
members Andy, Steve andMike admin access toosmfoundation.org Google
apps account that handles
email and email groups.
Other board members arewelcome to have admin
access if they wish. We have
13 people with OSMF
accounts.
AI - Steve - Make it happen
New proposed Working
Groups:● Fundraising
Mikel points out that there
are a number of grants that
we can apply for and otherpossible sources of funding
such as objective-specificdonation drives. The
proposed group would handle

looking at these, potentialorganisational changes thatwould be needed, and how
we would target ourmessage. The group would
also work with treasurer tomake funding objectiveprojections.

● User experience
We will put this on hold forthe moment and come backto it next month.
Group ticket tracking
Steve reported that the Data
Group are setting up a ticket
system using OTRS (will beavailable as
http://otrs.openstreet.org)
which could be generalised toother Working Groups andboard action item by adding
sub-projects.
6Staffing:
AI - Simone (via Mike) - Ask
Nick for spreadsheet
identifying roles and tasks
which we will use to ask forhelp from the community.

7Membership:
Data Protection 1) Mike - Outstanding action
on Mike to talk to a lawyer redefinition of members andalso on the protection anduse of our data.
2) Andy/Mike - General data
use and protection viz a vis
UK DPA (Data ProtectionAgency)
Confidentiality Agreement As far as we are aware weare should not give out
information about ourmembers except for any
obligations under the UK
Companies Act. Andy has
circulated two boiler plate
Confidentiality Agreements
for turning into a document
signature by anyone handlingthe membership database
and the member's mailing list(a de facto membership list).
We will use the same legal
representation that Mike islooking for.
OSMF website - covered
under item 5
AOB
8

Dev/Tool server accountpolicy (Grant)
http://wiki.openstreetmap.or
g/wiki/Dev_Server_Account_P
olicy
AI - Mike - Ask Simone if hewould like to get involved in9

GSoC mentors travel
Needs OSMF to pay fortickets and invoice Google
with one invoice (up toUS$2,000). Agreed.
AI - Andy - Liaise with Ian to
get invoice prepared.

10Insurance & legal
compliance
AI - Mike - Add directors
liability insurance to items toverify with UK legal counsel.

Date of next meeting.
Tuesday Oct 13th 18:30 BST /19:30 CET