20120130 Board Meeting Agenda/Minutes

OpenStreetMap Foundation Board

30th January 2012, 7pm GMT

AGENDA & MINUTES
Participants
Expected: Steve, Henk, Oliver, Dermot, Richard, Matt, Mikel
Present: Steve, Henk, Oliver, Dermot, Richard, Matt, Mikel
Apologies: Unavailable: -Agenda and Minutes
Administration
Approve minutes of previous meeting
Minutes of November 4-5 2011
● proposed: Dermot● seconded: Steve● No objections● approved

Agenda items for this meeting

Memorandum of Agreement with South African government
It is resolved that:

1.
The OpenStreetMap Foundation enter into a Memorandum of Agreement with theSouth African Chief Directorate: National Geo-spatial Information, part of the Departmentof Rural Development and Land Reform in the draft form, and that;2.
Oliver Kühn and/or Michael Collinson are authorized to sign the Memorandum ofAgreement on behalf of OpenStreetMap Foundation and the board ratifies such signature.

Sysadmins
E-mail from Tom Hughes to board January 27th, 2012:“I am happy to say that, following a productive discussion at the Operations
Working Group meeting on Wednesday, which produced outline
proposals for separating various roles and better documenting the rolesand their responsibilities with a view to encouraging wider involvement
I would like to offer to withdraw my resignation as a systemadministrator.
I anticipate that OWG will present a fleshed out proposal to the board
in the near future and that working from this we can hopefully reach anamicable agreement on how things will work going forward which will
resolve everybody's concerns and allow us to move on.
Tom”
Board agrees it has power to accept or reject Tom’s resignation, since this role hasaccess to critical systems. However, before taking any decision on whether toaccept his resignation, the Board feels the responsibilities and mandate of the OWG
and sysadmins needs to be clear.
The Board would like to have a proposal in which the role and responsibility of theOWG and sysadmins are made clear for approval. This proposal should at leastanswer the following issues:- Amount of time spent on each task per week - broken down by task, who does it,
how much time they spend- Access to machines and data - who has what access & passwords?
- Backup procedures (physical and personnel) - if someone dies, what happens?
Failover plans for hardware, e.g: disk failures, replacement times.
- Swift and transparent patch procedures - how are disagreements resolved andhow is progress to be made on board goals (may be EWG overlap here)- Recruitment and vetting of new members - with an eye to finding talent outsideof the London area
Board asks the OWG to come up with draft by Febr 17th and the final version by
the last day of February 2012

Board communication procedurePost mortem of how "we" responded to the recent vandalism issue, lessons learnedand policies for the future.
For statements going out /in the future/:- Seek agreement via the board whether a statement should go out- The statement itself does not need to be agreed by the board. If that’s the case, it
should be clear that the statement is a personal one.
- If the statement is presented as an agreement by the board, then the text of thestatement must have been agreed by the board.
Need to make clear, if there is scope for confusion, whether a communication is from theboard or not. For board communications, have a single point of contact.
If board members make personal statements, they should not sign it with the Foundation
mail address.
Push question of board communication strategy to CWG. Questions on different types ofinformation and the impact of their release (and safeguards against) to OWG.

License change on April 1st 2012
The board was united in its commitment to the license change, and its implementation byApr 1st 2012.
ACTION - Henk: Send email to reaffirm board commitment to Apr 1st deadline toManagement Team.
ACTION - Matt: Send email to reaffirm board commitment to Apr 1st deadline to LWG
chair.

Any other business- noneMeeting EndMeeting ended at 9:07pm GMT

Date of next Meeting
Monday Febr 20th, 7pm GMT

OSMF corporate office is:
132 Maney Hill Road
Sutton Coldfield
B72 1JU
United Kingdom

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