Board Face to Face Meeting 2016

Background

It is important for the OSGeo Board to meet in person to discuss and make changes to the foundation. The foundation is mature now, and many lingering topics must be dealt with, but are often to detailed to be handled in a one hour meeting or e-mail.

Goals of Meeting

The overall goal of the F2F meeting is to define the "OSGeo 2020 strategy plan". It imply to discuss and outline the vision of the foundation. Where are we today, and where do we want to be 5 years from now, and most importantly, setting tasks so that we get there. After this meeting the OSGeo Board, and OSGeo in general, should have a clear focus.

Restructured Draft Agenda

Strategic Map, based on identified goals and pillars it is possible to define strategic objectives which are clear to communicate, see for example strategic-plan

"Toward the OSGeo 2020 strategy plan"

0. Government

• evaluation of resignation of Jeff McKenna
• replacement of the President
• replacement of the Board member
• prepare related official board statement to be posted on OSGeo discussion list

1. Define vision, mission, values, ethics

• review mission statement and revise it if necessary
• develop core values of OSGeo to dictate behavior and action around open source GIS
• review foundation goals and set the vision of OSGeo
• review bylaws based on mission statement, core values and vision
• draft OSGeo Activities System Map

2. Identify a limited number of strategic objectives (SO) and the expected outcomes

• review relationships with external organisations based on mission statement, core values and vision
• review relationship with participants (contributors, members and sponsors)
• review projects
• review branding (website etc.)
• review finances
• review incubation progress
• review conference practice and procedure

3. Define a procedure for "OSGeo 2020 strategy plan" finalization

• define working plan (steps, votes, discussion time, etc.)
• define community involvement and procedures
• define assignments and responsibilities (who do what by when)
• define a budget plan for 2016
• revise OSGEO Activities System Map for publishing on OSGeo website

4. Practical questions

• analyse the need of having executive directors which helps to implements decisions
• Geo4All organization positioning
• analyse the need to guarantee representation of minorities in the OSGeo government bodies (e.g.: allocate board slots by geographical location is an option)

Draft Agenda

Mapping the activities of Ikea. We will draft our own version of this map for OSGeo and its activities. This exercise will force us to define our core activities.

See above the agenda items organized by topic - removed from here to avoid duplication

Desired Outcomes

• outline the strategic position of OSGeo (what separates OSGeo from others)
  • outline strategic themes and activities of OSGeo (see example map image)
• develop a vision for OSGeo (how does the future look like)
• set specific action items that help OSGeo meet its goals

Draft Schedule

Saturday January 30

8:00 - 9:00

• breakfast and informal introductions: getting to know each other

9:00 - 11:00

• 0. Government
  • select f2f meeting chair and lead person for each session
  • fill in the vacant board seat, decide on the process to elect the new president
  • prepare official board statement on board member changes
  • define the 2016 board objectives and agenda

11:00 - 12:00

• review mission statement and revise it if necessary
• draft OSGeo Activities System Map to identify our current core activities

12:00 - 13:00

• lunch with informal discussion about values

13:00 - 14:00

• develop core values of OSGeo to dictate behaviour and action around open source GIS

14:00 - 15:00

• review foundation goals and set the vision of OSGeo

15:00 - 16:00

• review bylaws based on mission statement, core values and vision

16:00 - 17:00

• review relationships with external organisations based on mission statement, core values and vision
• finalize and approve geo4all relations with OSGeo, see https://wiki.osgeo.org/wiki/GeoForAll_OSGeo_Relationship
• review current and proposed MOUs: UCGIS, GSDI, see https://wiki.osgeo.org/wiki/MOU_UCGIS

17:00 - 18:00

• review relationship with participants (contributors, members and sponsors)

18:00

• dinner with informal discussions

Sunday January 31

8:00 - 9:00

• breakfast and informal discussions

9:00 - 10:00

• review projects

10:00 - 11:00

• review branding (website etc.)

11:00 - 12:00

• review finances

12:00 - 13:00

• lunch with informal discussions

13:00 - 14:00

• review incubation progress

14:00 - 15:00

• review/propose guidelines without imposing excessive regulatory burden
  • travel reimbursements
  • conferences
  • covering code/community sprints

15:00 - 17:00

• summarize outcomes and set action items
  • outline the strategic position of OSGeo (what separates OSGeo from others)
  • outline strategic themes and activities of OSGeo (see example map image)
  • develop a vision for OSGeo (how does the future look like)
  • set specific action items that help OSGeo meet its goals

References

• Board Priorities (from OSGeo Board, December 2013)
• OSGeo is becoming irrelevant. Here's why. Let's fix it. - Darrell Fuhriman
• Vision for OSGeo from Jeff McKenna with comments from Cameron Shorter

Timing

Weekend of 30 & 31 January 2015. Please be sure to arrive at the latest Friday night, as we will start at 8am Saturday.

(original Doodle form: http://doodle.com/poll/yzk7qka3ethkm3eg)

Location: GeoCat office in Bennekom, Netherlands

Address of GeoCat

Veenderweg 13, 6721 WD Bennekom, Netherlands (OSM map)

From AMS (Schiphol) Airport

• 55mins by train from Schiphol

Accommodation

• at Jeroen's house (4 single beds and two double beds)

• Reehorst hotel (nearest option)
  • http://reehorst.nl/en/index.html
  • 60 EUR/night
  • in nearby town of Ede
  • The area is not very exciting though
  • There is a bus running twice an hour to Bennekom and it is five minutes walk from the train station

• Hotel de Wereld (in near university town)
  • http://www.hoteldewereld.nl/html/index.php?page_id=2&language_id=2
  • 125 EUR/night
  • in nearby town of Wageningen, on a walking street
  • If you are looking for something with more life around (bars & restaurants) Wageningen is a nice student city and it is close to Bennekom too. You can rent bikes at the train station for those that can cycle. Buses, trains and taxis are all available and affordable.
  • has only 15 rooms

Travel Schedule

• Anita Graser: Friday 19:15 to stay at Jeroen's house
• Helena Mitasova: Saturday morning, to stay at Jeroen's house
• Jody Garnett: Friday 08:25 to stay at Jeroen's house
• Massimiliano Cannata: Friday 22:30 taxi or share to stay at hotel
• Michael Smith Friday arriving 10:35 on WW 442 (Wow Air) to stay at Jeroen's house
• Sanghee Shin: Friday 18:40 to stay at Jeroen's house
• Vasile Crăciunescu: Friday 18:30 to stay at Jeroen's house or hotel
• Venkatesh Raghavan: Thursday 15:15 taxi or share to stay at Hotel de Wereld

Costs

Travel costs for each Board member will be covered by the foundation.

This meeting is so important to the foundation, that any cost is worth it. However, for estimates, with 9 board members and travel, costs could be approximately 15k.