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.

Agenda

"Toward the OSGeo 2020 strategy plan"

0. Government

evaluation of resignation of Jeff McKenna
replacement of the President
replacement of the Board member

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

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

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.

define the 2016 board objectives and agenda
review mission statement and revise it if necessary
develop core values of OSGeo to dictate behaviour 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
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
define a budget plan for 2016
define funding rules (e.g.: procedure for sprint code event financing)
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)

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

Administrative and personel tasks
- 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
- define the 2016 board objectives and agenda

11:00 - 12:00

review mission statement and revise it if necessary

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
review current and proposed MOUs

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
- travel reimbursements
- conferences
- covering code/community sprints

15:00 - 17:00

summarize outcomes and set action items

References

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: Friday afternoon train to stay at Jeroen's house or hotel
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.