DRAFT AGENDA for the
OSMF Board Meeting
Location: Mumble, Monday 15 June 2015, 7:00 PM UTC
- Kate Chapman (chair)
- Paul Norman (minutes)
- Frederik Ramm
- Henk Hoff
- Kathleen Danielson
- Dermot McNally
- Oliver Kühn
None passed since last meeting.
Previous action items
Kathleen to let the SOTM-WG know we're defining the vision of SOTM for the OSMF (Done)
Kathleen to report back our SOTM discussion in a way that captures the nuance of what was covered and allows for continued conversation (Done)
2015-02-16: Henk to find board members to peruse each 2015 goal
Kate to follow up on non-public matter. (Done)
2015-04-03: Kathleen to draft advisory board proposal
2015-05-09: Henk to have plan by next meeting for moving forwards and any costs for customizing CiviCRM
Kate to set up Loomio (Done)
Kathleen to work with Kate to have something for next meeting
CiviCRM for Membership
Dave Corley has left the membership WG, formerly chair Henk spoke to Jonathan Harley at sotm-us, he was going to resume work Dave updated planning spreadsheet (link?)
=SOTM US signups
Estimated 50 signups Henk to talk to Martijn about coordinating and drafting a joint email.
See if SOTM US organizers are sending a follow-up email and if we could have something in that about joining OSMF. Probably open to it. Henk to coordinate.
Board rules of order require that gifts or reimbursement of expenses by third parties appear in the minutes and are listed in quarterly financials.
OSMF Board members attended a private event at State of the Map US with US conference sponsors, and some of the US board and HOT board. This was probably under the policy limit, but is disclosed in the interests of transparency
Publicly recording board member votes
Many members are requesting that board votes have how members voted recorded for publicly minuted items.
Survey of other open data/geospatial organization practices
- Wikimedia: Records how each board member voted since 2012 (https://meta.wikimedia.org/wiki/Wikimedia_Foundation_board_manual#Resolutions_and_voting)
- OpenDefinition Advisory Council: Votes are done in public
- OSGeo: Records votes in published full meeting logs
Changing this would mean changing the rules of order.
Proposed change: Change "If votes are taken, the minutes will contain a tally of votes." to "If votes are taken, the minutes will contain the board member votes."
This item is deferred from previous meetings, and requested by members.
People would like to either observe public portions of our meetings or listen later.
There are no technical barriers to either option.
This would not be expected to increase secretary workload.
Hiring paid admin help
What are the next steps? F2F consensus was to start small, look for someone working between 8 and 16 hours a week from home, taking on small tasks at first. Gunner had recommended strong involvement of osmf-talk.
Suggestion from Frederik:
Set a job description and remuneration now and declare the whole thing a "6 month pilot scheme" after which we'll review whether it has helped or not. The temporary nature will help to defuse criticism. Then agree (within board) on the process we will use to select a candidate and whom they will be reporting to. Then start spreading the offer in OSM and look for a suitable person.
We need to decide when and how to hold our next AGM.
At the next election there shall be at least two retirees, one of whom is Henk and the other is one of Oliver, Dermot, or Kate. (AoA 33-34). Absent one of these three deciding to retire, it shall be randomly selected.
Additional board members may decide to retire.
Suggestion of an online-based AGM in Autumn.
Corporate membership fee changes
s24 of the AoAs requires that any membership fee changes be approved by a general meeting.
Term limit for board members
Questions for Francis
If we have no further comments, we could send these questions as-is.
Easier ways for voting in advance without physically meeting
What is the easiest and most convenient way for us to have our members pass a resolution, taking into account that we may not be able to physically meet and want to enable as many people as possible to participate. What AoA changes could make such resolutions easier? Same for board elections.
Does 322A of Companies Act offer easier options?
Proxy vote information
My understanding is the only way we can let someone cast their vote in advance is proxy voting. What are the requirements for allowing people to change their proxy, register a proxy but vote at the meeting, and anything else not generally met by typical online voting systems?
What are standard pieces of information collected to authenticate members when registering a proxy? What about associate members, which are a creation of the AoA, not the act.
We've already ruled out the "written resolutions" (Companies Act 2006 section 288ff) because they require a majority of *egligible* members (not a majority of *participating* members like resolutions done at a meeting) and are therefore too difficult to get through.
Different systems for staggered board terms
Our current system is unpredictable in that when you vote someone in, their term on the board is not fixed - could be 2 or 3 years, or the system could even be gamed to have even shorter terms. Can we find a way where at the time of the election it is already clear how long the person is elected for, independent of other factors?
Is there a standard way this is handled in other organizations?