20110518 Board Meeting Agenda/Minutes

OpenStreetMap Foundation

18th May 2011

AGENDA & MINUTES

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

Agenda and Minutes
Administration
Approve minutes of previous meeting
Minutes of 11 May 2011
● proposed: Mikel● seconded: Ivan
● No objections● approved
Minutes of 30 Mar 2011
● proposed: Henk● 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

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.

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).

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 new
Treasurer [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.

Membership registration
Our membership registration needs to be made up-to-date. [ACTION: HENK] (will dothis in weekend of 21-22 May with Mike Collinson)

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 progressFace2Face 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]
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

New business

Claim of License Infringement
This will be delegated to DWG. If their investigation returns a serious issue, they
requested to bring that to the board’s attention.

Any other businessWorking Groups
In one of the next meetings try to have an update on the current status of the Working
Groups.

Meeting EndMeeting ended at 18:58 CET

Date of next Meeting
Wednesday May 25th at 18:00CET 1600 UTC (dial in).
OSMF corporate office is:
132 Maney Hill Road
Sutton Coldfield
B72 1JU
United Kingdom

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