OSI Board Meeting Minutes, Thursday, April 11, 2019

Quorum

Quorum reached and meeting called to order at 16:31 UTC.

Attendees

Board Members

• Patrick
• Simon
• Carol
• Chris
• Elana
• Molly
• Josh
• Faidon
• Pam

Expected, but Not Present

• Christine

Sent Regrets

• Hong Phuc Dang

Officer Reports

Secretary's Report (Carol)

• Motion (Carol): Approve and post the meeting minutes of March 14, 2019.
• Second (Patrick).
• Discussion:
• Vote: 6 Yes; 0 No; 3 Abstain.

• Motion (Simon) Approve and post the minutes of March 28, 2019
• Second (Carol).
• Discussion:
• Vote: 6 Yes; 0 No; 3 Abstain.Treasurer's report (Josh), see Appendix A

Treasurer's Report (Josh)

• $534k in assets - $281k for ClearlyDefined
• One sponsorship coming in late, otherwise books are closed for 2018
• Nick and co will pay attention to sponsorship levels for coming months and put renewed focus on it
• Giving existing sponsors a year transition (new levels/rates may not have taken into account the previous accounting sponsors may have done)

President's Report (Simon)

• Discussion with OIN
• Discussion regarding EU JRC Report
• Incorporation of Consul Democracy Foundation
• ATIS Correspondence
• Patrick and Simon to talk more and may discuss at May F2F
• Meeting with Github CEO
• Outreach to new Affiliates

General Manager Report

• OSI staff "To Do" list.
  • Are we still using this to list open issues / status?
• Most of work has been operational around elections
• We received a few quotes for D&O insurance, however they are quite expensive for the size of our organization.  Phyllis has sent questions back asking about other carriers for non-profits with more reasonable pricing.  We also received a quote for cyber insurance, which Phyllis does think we need.
• Brandeis Univ. Update
  • Confirming go ahead for the partnership, review of courses in development
  • May be able to offer faculty opportunities to Affiliates and sponsors
  • Reached out to board alumni to assess interest in teaching courses.
• New Board Directors
  • Setting up all new infrastructure
  • Talk offline with Patrick

Board Topics

• Spring NY board meeting logistics? (Carol)
• Notice of running for Officer seats (and publishing President platform) for May board meeting? (Carol)
• Officer positions: President, Vice President, Treasurer, Secretary, Assistant Treasurer
• Post description of Officer positions and request statement of intention to run by May 5

Membership Topics

• Further discussion with ASF about signing the affirmation of the OSD (Carol)
• Carol will proceed with talking more formally as a board director to ASF
• Consideration of new Affiliates: Brandeis University, OpenStreetMap Foundation, TODO Group
  • Motion (Patrick): Approve Affiliate membership of Brandeis University.
  • Second (Chris).
  • Discussion: See Appendix B, Memberships
  • Vote: 9 Yes; 0 No; 0 Abstain.
     
  • Motion (Chris): Approve Affiliate membership of OpenStreetMap Foundation.
  • Second (Elana).
  • Discussion:  See Appendix B, Memberships
  • Vote: 9 Yes; 0 No; 0 Abstain.
     
  • Motion (Patrick): Approve Affiliate membership of TODO Group.
  • Second (Pam).
  • Discussion: See Appendix B, Memberships
  • Vote: 9 Yes; 0 No; 0 Abstain.

Communications Topics

• F2F Sidebar: https://www.meetup.com/Open-Source-NYC/events/258658427/
• Working with DigitalOcean to host
• $695.33 (Space)
• $300 (Food/Drinks)
• Stay Tuesday and leave Wednesday in order to participate
• Molly to curate list of speakers/panelists for the event

Fundraising Topics

Legal Topics

• Approval of additional permissions for OSI approved licenses
  • Defer to face to face
  • Patrick will add to agenda

Infrastructure Topics

• Open issues for new Directors?
• Who is our IRC admin?
  • Chris will check on admin permissions for our IRC board room
  • Remove former board members
  • Permissions to new board

Incubator/Project Topics

• Monthly ClearlyDefined update (https://wiki.opensource.org/bin/Working+Groups+%26+Incubator+Projects/ClearlyDefined+Incubator+Project+Proposal/ClearlyDefined+Board+Report+April%2C+2019/) (Carol)
   
• Standards Project
  • Chair changes
  • Sponsor discussions
  • ETSI engagement
  • EU JRC engagement
  • FRAND Paper via OFE
  • OFE collaboration
  • Planning newsletter
  • Planning update calls for newsletter recipients
  • Need to create a job description for an OSI Policy Director (Simon)

• FLOSS Desktops
  • Three new programs (2 NY, 1 NC)
  • Gnome funds and fundraiser
  • Hiring new staff (summer intern)

Next Board Meeting

The next OSI board meeting is scheduled for May 6 & 7 2019; face to face in New York, USA 

Meeting adjourned at 17:51 UTC

Motions

Appendix A - Treasurer's Report

Open Source Initiative Treasurer’s Report as of March 31, 2019

Total Assets at Beginning of Period: 03/01/19, $268,558

Revenue or Sources of Funds

• Contributions: $338,063
• Memberships: $5,800
• Interest: $5

Total Revenue or Sources of Funds: $302,258

Expenses or Uses of Funds

• Compensation: $10,413
• Fundraising Expense: $1,250
• Legal & Professional Fees: $1,337
• Office Expenses: $196
• Program Service Expense: $50,000
• Promotional Expense: $726
• Travel & Entertainment: $884
• Other Expenses: $439

Total Expenses or Uses of Funds: $65,246

Change in Accounts Receivable: $1,250 Bruce Perens 02/19 invoice

Change in Accounts Payable: -$8,051

Other $70

Total Assets at End of Period, 03/31/19: $534,644

Appendix B - Team Reports

Board Action Items

• Google sheet with current items and status.

Membership Team

• Affiliate Member Application: TODO Group
  1. Signed Affiliate Agreement
     ✓ Signed agreement
  2. Founding documentation formalizing organization, e.g. by-laws.
     ✓ The TODO Group was created as a user community, "a group of companies with a common interest who have come together to help solve the problem of utilizing and releasing our own open source software" (https://todogroup.org/faq/). The FAQ provides a framework / outline for the purpose of the organization.
  3. Mission statement describing purpose and goals.
     ✓ Although not formally described as a mission statement, "TODO is an open group of companies who want to collaborate on practices, tools, and other ways to run successful and effective open source projects and programs."
  4. Association memberships, partnerships, etc. (if applicable) with international, national, professional and/or affiliated organizations.
     ✓ In addition to multiple corporations participating as members (https://todogroup.org/members/), TODO is a Linux Foundation Collaborative Project (https://todogroup.org/blog/todo-becomes-lf-collaborative-project/).
  5. Publicly available release of events/activities, e.g. meetings, conferences, etc.
     ✓ TODO Guides (https://todogroup.org/guides/) is a curated list of resources for companies looking for information on forming/managing open source projects, and/or program offices.✓ TODO Group partnered with The Newstack and Linux Foundation to run a survey on open source programs in companies. (https://todogroup.org/blog/todo-take-survey/).✓ Quarterly meetings held in person hosted at one of their member company sites (https://todogroup.org/community/).
  6. An active community:
     1. Methods for interested individuals/organizations to join and participate in your community
        ✓ Membership process is provided (https://todogroup.org/join/), multiple opportunities for community involvement/communication (https://todogroup.org/community/).
     2. Active participation from multiple contributors, i.e. individuals and organizations other than founders (contributions may be other than programming/technology)
        ✓ 397 members of the Slack channel,✓ Active mailing list (https://groups.google.com/forum/#!forum/todogroup)
        ✓ Attendance at several events, e.g. OSCON (https://conferences.oreilly.com/oscon/oscon-tx-2016/public/schedule/detail/49069), OpenFinTech Forum 2018 (https://www.slideshare.net/caniszczyk/starting-an-open-source-program-office-ospo), @Scale (https://www.facebook.com/atscaleevents/videos/1775935579346205/), etc.
  7. References from other open source projects, ideally a current OSI Affiliate Member.
     ✓ Josh Simmons✓ Linux Foundation
• Affiliate Member Application: Brandeis University
  1. Signed Affiliate Agreement
     ✓ See signed Affiliate Application
  2. Institution is currently recognized and in good standing by an appropriate accreditation body.
     ✓ Every ten years, Brandeis undergoes review of its accreditation by the New England Commission of Higher Education (http://www.brandeis.edu/reaccreditation/index.html).
  3. Evidence of institutional/departmental authority to affiliate with external organizations.
     ✓ Affiliate Application signed by Samuel Soloman, Brandeis University, CFO (https://www.brandeis.edu/about/administration/solomon.html)
  4. Mission statement describing purpose and goals of institution/department.
     ✓ See, https://www.brandeis.edu/about/mission.html
  5. Documentation by the institution recognizing organization (academic and administrative departments only), e.g. organizational chart.
     ✓ The application is for the university, not a department.
  6. Publicly available release of a product(s) or service(s) in line with the goals, values and mission of the OSI.
     ✓ Brandeis will be hosting the OSI's educational program for graduate and professional development courses as part of both their IT Management MBA program, and as a "Digital Badge".
  7. Examples of software used and/or supported within the institution/department with an OSI approved open source license.
     ✓ Brandeis uses a variety of open source tools, including an entirely open source stack for online eduation (which is how the OSI's program will be delivered), including Moodle (http://www.brandeis.edu/its/services/software-business-systems/latte/index.html), Mahara (https://blogs.brandeis.edu/gps/2018/07/26/online-learning-tools-that-foster-interactive-coursework/), Zotero (https://kb.brandeis.edu/display/LTS/Zotero), Amara,
  8. References from other open source projects, ideally a current OSI Affiliate Member.
     ✓ Patrick Masson
• Affiliate Member Application: Open Street Map Foundation
  1. Signed Affiliate Agreement
     ✓View signed agreement: https://wiki.opensource.org/resources/js/xwiki/wysiwyg/xwe/undefined
  2. Currently recognized as a (or application submitted for) non-profit / not-for-profit (or equivalent) by the national government were organized.
     ✓Income and balance sheets: https://wiki.osmfoundation.org/wiki/Finances
  3. Mission statement describing purpose and goals.
     ✓ "The OpenStreetMap Foundation is dedicated to encouraging the growth, development and distribution of free geospatial data and to providing geospatial data for anyone to use and share."
  4. Documentation formalizing organization, e.g. by-laws.
     ✓ Articles of Association are here: https://wiki.osmfoundation.org/wiki/Articles_of_Association
  5. Publicly available release of a product(s) or service(s).
     ✓ Geodata are free for everyone to download.  Planet.osm is the OpenStreetMap data in one file that can be downloaded from https://planet.openstreetmap.org or one of the mirrors (https://wiki.openstreetmap.org/wiki/Planet.osm#Downloading). Map data are also accessible from https://www.openstreetmap.org.
  6. Use of an OSI approved open source license (software development projects only).
     ✓ Not applicable as the OSMF does not develop software. However,
     • OpenStreetMap geo data are licensed under Open Database License, "ODbL" 1.0 (http://www.opendatacommons.org/licenses/odbl/). More information at: https://wiki.osmfoundation.org/wiki/Licence.
     • Map editors accessed through www.osm.org are open-source.
     • Additionally, OSMF has an open-source policy (https://wiki.osmfoundation.org/wiki/FOSS_Policy) for the software used by the board of directors and the working groups.
  7. Documented approach for participation by the public.
     ✓ General guidelines to become involved with the project are documented here: https://wiki.openstreetmap.org/wiki/How_to_contribute
     The OpenStreetMap Foundation is an international not-for-profit organization supporting, but not controlling, the OpenStreetMap Project. The OpenStreetmap community itself is open for anyone to join. Some statistics: https://wiki.openstreetmap.org/wiki/Stats.
  8. An active community:
     1. Methods for current and interested individuals/organizations to join and participate in your community
        ✓ Individuals
        • Map! - Anyone can create an account (https://www.openstreetmap.org/user/new) on www.openstreetmap.org and map.
        • Contribute to the OpenStreetMap wiki- Anyone can create an account (https://wiki.openstreetmap.org/w/index.php?title=Special:CreateAccount&returnto=Main+Page) and edit the OpenStreetMap wiki (https://wiki.openstreetmap.org/). The wiki is one of the places where the community discusses and improves our tagging system (many discussions also take place on our tagging mailing list: https://lists.openstreetmap.org/listinfo/tagging).
        • Participate in community channels - Our official community channels - open to all -  are: our forum (registration: https://forum.openstreetmap.org/register.php), our irc channels (list with links: https://wiki.openstreetmap.org/wiki/IRC) and our mailing lists (list - require separate registrations: https://lists.openstreetmap.org/listinfo). Exception: our only restricted mailing list is osmf-talk (https://lists.openstreetmap.org/listinfo/osmf-talk), which is open only for members of the OpenStreetMap Foundation – however its archive (https://lists.openstreetmap.org/pipermail/osmf-talk/) is available for all to peruse. In addition to our official channels, there are many unofficial ones.
        • Develop software - Either by developing the OpenStreetMap platform itself or using OSM data and services and create tools for the community. Many of OpenStreetMap's projects use Git (https://git.openstreetmap.org/) so people can simply fork a repo and contribute changes. More information (https://wiki.openstreetmap.org/wiki/Develop).
        • Report issues - Anyone can report issues with OSM data via notes (no OSM account required) (https://wiki.openstreetmap.org/wiki/Notes).
        • Suggest technical improvements to our wiki software (OSM trac (https://trac.openstreetmap.org/query?status=new&status=assigned&status=reopened&component=wiki&order=priority)).
        • Translate - Map data (https://wiki.openstreetmap.org/wiki/Translation#OpenStreetMap_map_data), the OpenStreetMap website (https://wiki.openstreetmap.org/wiki/Translation#OpenStreetMap_website_interface), the OSM wiki (https://wiki.openstreetmap.org/wiki/Wiki_Translation), editors (https://wiki.openstreetmap.org/wiki/Translation#Editors_Translation) or other related software (https://wiki.openstreetmap.org/wiki/Translation#Other_software_translations).
        • Foundation membership - Members of the Foundation are entitled to vote in the affairs of the Foundation. They have no special say in how the OpenStreetMap project is run, just the running of the Foundation. Anyone who wants to influence the activities of the Foundation is welcome to join. The membership fee is £15 per year and can be waived in cases of lack of a suitable money transfer facility or inability to pay due to financial need. One does not have to be a member of the Foundation in order to use or contribute to OpenStreetMap.
        • Participate in the work of OpenStreetMap Foundation - Through our volunteer working groups (https://welcome.openstreetmap.org/welcome-mat/about-osm-community/working-groups/).
        • Contact officials in their country and ask for data sets to be used in OpenStreetMap.
        • Organisations and companies can:
          • Contribute imagery or other data such as GPS traces or GIS data (import guidelines: https://wiki.openstreetmap.org/wiki/Import/Guidelines) to help improve the map for all and provide a means for the community to use that information to collect new data. It is important to release that data under an open license.
          • Become Corporate Members (https://wiki.osmfoundation.org/wiki/Corporate_Members) of the OpenStreetMap Foundation.
          • Support our infrastructure with donated hosting space and hardware (https://hardware.openstreetmap.org/thanks/).
          • Become sponsors of our annual, international OpenStreetMap conference (State of the Map: https://stateofthemap.org/), organised by the OpenStreetMap Foundation.
          • Contribute code to tools that the community uses.
          • Participate in the work of OpenStreetMap Foundation through our volunteer working groups (https://welcome.openstreetmap.org/welcome-mat/about-osm-community/working-groups/).
          • Organise community mapathons (howto, organised editing guidelines).
        1. Active participation from multiple contributors, i.e. individuals and organizations other than founders (contributions may be other than programming/technology)
           ✓ Individuals can self-organise. Some of the things they can do:
           • Organise a mapping party (https://wiki.openstreetmap.org/wiki/Mapping_parties) or a micro-mapping party (https://wiki.openstreetmap.org/wiki/Micro_Mapping_Party) (howto, organised editing guidelines: https://wiki.openstreetmap.org/wiki/Mapping_Weekend_Howto).
           • Organise regional OpenStreetMap conferences (trademark policy: https://wiki.osmfoundation.org/wiki/Trademark_Policy#4.2._Events_and_conferences).
           • Promote OpenStreetMap (https://wiki.openstreetmap.org/wiki/Press_Kit).
           • Apply to become an official OpenStreetMap Local Chapter (https://wiki.osmfoundation.org/wiki/Local_Chapters).
        2. References from other open source projects, ideally a current OSI Affiliate Member.
           ✓ Simon Phipps