Board Meeting FOSS4G2008

The OSGeo Board of Directors will meet in a face-to-face meeting prior to the FOSS4G2008 conference event. Space is limited to accommodate the board only (up to 10). General OSGeo meeting / discussion will be possible during Annual General Meeting 2008 later in the week.

= Venue =
 * When: Sunday, September 28th, 8:30am - 6pm
 * Where: TO BE HELD AT: Fountains Hotel!: Room 1011
 * Morning/afternoon tea, lunch and beverages will be provided

= Who =


 * MarkusN
 * AJolma
 * Frank
 * Jeroen
 * Paul (via Skype)
 * Arnulf
 * Tyler (via Skype)

Unable to attend

 * JoWalsh
 * Bob
 * Howard
 * Tyler

= Agenda = Chairing: Arnulf

Timetable

 * 09h00 - Meeting start
 * 10h30- Refreshment break
 * 13h00-Lunch
 * 15h30 -Refreshment Break
 * 18h00 -meeting ends.

Topics

 * Report from ED (Tyler)
 * 2009 Vision & Priorities Discussion (Tyler)
 * Where do we want to be? What will be our priorities?
 * Review of organisation life cycle or development stage (similar to concepts here - here and here)
 * Approve MetaCRS for incubation.
 * Approve OGC Memorandum of Understanding
 * Approve Conference contract (for 2009) - pointer lacking...
 * Motion to approve Conference contract provided final review by Paul Ramsey is positive.
 * Budget Review and 2009 Planning
 * Open discussion on:
 * How to attract sponsors, what can OSGeo offer to sponsors
 * Supporting local conference initiatives
 * How to improve marketing for projects and advocacy
 * Working with local chapters and potentially sharing sponsors
 * Strategic development of OSGeo's goals and mission

= Venue = These are the items available and paid for in the meeting room: Internet Access, 5 Multiplugs,5 Extension Cords, Conference phone.
 * LCD Screen, Flipchart with Paper and Pens, Data Projector, Laptop, Technician,

Food and Beverages :
Please let Tyler or Petro know if anything is missing.
 * Tea, Coffee on arrival with muffins
 * Iced water and mints in boardroom
 * Morning Tea, Coffee and Savoury
 * Full Buffet lunch
 * 3 Soft Drinks per person
 * Afternoon Tea, Coffee and Pastries

= Minutes =

In attendance: Markus Neteler, Jeroen Ticheler, Ari Jolma, Paul Ramsey, Frank Warmerdam, Tyler Mitchell, Arnulf Christl (chair)


 * Started at 10am.
 * Frank Warmerdam designated secretary
 * Tyler provided a report.
 * 501c3 paperwork is still pending submission, but expected shortly. Once it has been submitted it will likely be about 3 months till we hear back from the government with an approval.
 * Tyler provided a detailed walk through the of the recent financial reports sent to the board list.
 * It was agreed that Arnulf, Tyler and Bob would meet-by-phone for an ED review within the next month. Arnulf will seek input from the board and possibly more widely in advance.
 * The MetaCRS project was approved for OSGeo incubation on the recommendation of the incubation committee.
 * The OGC/OSGeo MOU document was approved.
 * The FOSS4G2009 PCO contract was approved with the caveat that Paul or a designate review the final text to ensure materially matches the earlier form that was reviewed.
 * Extensive discussions of sponsorship, strategic directions, conference approaches, and budget followed, leading to the following conclusions.
 * A rough budget was drafted similar to 2008, but with $50K for marketing efforts.
 * This rough budget requires bringing in at least one new sustaining sponsor ($50K) this year, some preliminary candidates were identified and assigned to individuals for followup
 * It as generally agreed that the board would take on the role of reaching out and soliciting sponsors, with Tyler responsible for followup (invoicing, answering questions, etc)
 * We will investigate options that would allow sponsors to contribute funds to be held and spent by a local chapter (with direction from OSGeo), while still being an OSGeo sponsor.
 * The meeting was ended at 6pm.

= Extra notes =