Board Meeting 2006 12 15

The 22th board meeting has been tentatively scheduled for the 15th of December at 16:00 UTC (fixedtime), by phone and IRC (#osgeo) at the same time.

Communication will use the new Conference Call facilities.

Agenda

15h07 - 22nd board meeting called to order
Board members present: Frank Warmerdam, Jo Walsh, Chris Holmes, Markus Neteler, Gary Lang, Venka Raghavan
Others present: Tyler Mitchell (Executive Director), Heather Meeker (GT Law, legal counsel via Autodesk), Laura Rivera (Autodesk)
Tyler as scribe, Frank as chair

Discussed formalising a process for asking/receiving legal counsel (Frank leading)
Goal is to not overuse/misuse available resources and to keep the board in the loop
Chris mentioned a software law group that may provide pro bono support for osgeo as a non-profit, they have open source IP experience, can also help with incorporation stuff. Chris to bring back more details about building a relationship with this group.
Heather explained that they remain available for helping OSGeo as well
Discussed what we have been doing already, some questions from Geotools developers are soon to be answered via Heather
All agreed there should be 1-2 personal contacts established as gateways to/from legal counsel.
- Frank to be primary contact for software IP, incubation types of issues
- Tyler to be primary contact for other general issues
Q&A will be posted to wiki FAQ pages as a legal knowledge-base

Starting to get more interest
Wrote up several docs. in course of dialogue with sponsors (help sponsor osgeo, summary/overview of organisation, fundraising invitation letter)
Invoicing procedure in place now, need some follow-up on A/P now :)
1Spatial background - unsolicited interest, via Geoff/Gary, various discussions/emails
At least 2 more sponsors waiting in wings for new year
Several GDAL sponsors
Planning for meeting in Ottawa, it went well, believe we can find common ground.. requires follow-up recommendations
- continuing to polish our pitch and documents
Open Tec. Development - Wash. D.C. conf. shaping up.. need OSGeo part to start iron out
Sponsorship web pages needed now (?)
Confusion about how other local chapters tie into the overall sponsorship plan

summarising various account payables, ensuring invoices are being paid, answering questions as needed
day-to-day expenses are now more manageable,
worked with Laura regularly
weekly follow-up discussions
TODO: In near future - need detailed summary of accounts... etc to build transparency, waiting for software to arrive
TODO: Tyler/Frank to discuss final approved budget

negotiated final pricing and coordinated hosting provider contract
several other DNS-related services now subscribed to and ready for changeover
regular semi-weekly meeting/touching base with indictrans, CN, Bob, Shawn, Jason re: various migration tasks, reviewing migration plan and priorities
setting up various applications and services as required for testing on community.osgeo site
following development of content porting - focused on primary content / tools, new features are secondary

Booth/attendance at GISIDEAS successful
AU event
- Helped organise booth at AU with Nathalie/Heather, etc.
- MapGuide OS user meeting sounded great
- Great OSGeo promotion from on-stage - Andrew M, Andy M, Carsten, etc. met Liam
- Met many faces.. many more opportunities to suggest direction to MGOS marketing, education potentials, etc. .. OSGeo well received with all I spoke to
Three specific upcoming events that have approached us: GeoTec, Location Intelligence, Where 2.0 (sort of)... how to best connect?
Various branding/design items are wrapping up final vers. - likely by year end
Potential to work with new sponsors marketing groups now
Discuss conference bid with Victoria bid group
Spoke at Ottawa local chapter meeting (~20 people)
Newsletter status - migration to osgeo, provided editorial

no significant progress made
some review of budget started.. will pass crystal ball past board
- this needed also for sponsorship solicitation
- need to go through application form in more detail
question of insurance for officers/directors
TODO: Tyler to gather quotes for O&D insurance

now have a public mailing address (PO Box)
Do we need to set up a permanent address for foundation - my office PO box is fine, otherwise need virtual service.
Set up pretty well with supplies, etc. - will aim to get some good letterhead, etc.
Can order biz cards if wanted
Tracking expenses
Various benefits forms, etc. completed
Available more now in IRC :)
Gary recommended a service called http://remotecontrolmail.com
Generally agreed this was a good idea to get for OSGeo
TODO: Tyler to check into options for this service

Victoria, BC, Canada was chosen by Conference Committee as venue for 2007 conference
Frank motioned to confirm this selection, Jo seconded, all were in favour
Discussed need to have point person for helping contract set up for venue confirmation needed, etc.
Agreed to ask conference committee to come up with a process for how to manage funds, etc. approval process, and have board agree on process
Tyler will be available for signing, coordinating on behalf of OSGeo proper

Discussed support request for some training events in India next year
Tyler to follow up with indictrans/schuyler to see if OSGeo India has funding already and if this is an official OSGeo India initiative

16:00UTC - Gary moves to close, Jo seconded, all voted in favour