Note, these minutes are considered draft until accepted at the 2026 AGM

OSM UK AGM 2025

17:30, 14th November 2025

Online on Zoom and in Person at State of the Map Europe, Dundee.

Attendance

Online participants:

• Alex
• Gareth
• Stephen

In person participants:

• Mike Nevevov
• Bjorn Ross
• Maria Reaily
• Gregory
• Philip
• Jez
• Cj
• Robert Whittaker
• Tom Hawkins
• Shaun McDonald
• Wookey

A few non-members attended as guests.

Introduction

The meeting was chaired by Robert Whittaker, one of the Directors.

The chair welcomed both the in-person and online attendees to the
meeting, and explained the business to be undertaken.

The chair introduced the other Directors present, Cj, Gareth and
Stephen (the Treasurer). He offered particular thanks to Stephen for
dealing with a lot of the financial transactions relating to the SotM
Europe Conference.

Some non-members were welcomed at the meeting, and it was agreed to
allow them to stay and make contributions.

Approval of Minutes

The minutes of the previous AGM were approved by a simple show of
hands in favour, and no objections.

Annual Report

The Chair presented the OSM UK Annual Report covering the Financial
Year ending 31st March 2025, including sections on the Board and
Governance, Activities to Support the UK Mapping Community, Working
with External Organisations, and Outreach and Promotion.

In response to a question from the floor, it was confirmed that online
monthly board meetings (usually held at 8pm on the first Tuesday of
each month) are generally open to members to attend. Anyone interested
should contact the Board for joining details.

There was a bit of general discussion about the UK Quarterly Projects,
what makes a good project, and the best way of choosing them going
forward. Also mentioned was the idea of having a project to improve
documentation and training materials, and consequences of data
imports.

The meeting agreed to receive the Director’s report, and approved its
submission as the annual report to Company’s House.

Annual Accounts

The annual accounts were presented. There was some discussion about
possible ways we could spend some of our surplus funds, and what to do
with any funds left over from State of the Map. The meeting was happy
to receive the accounts.

There was some discussion about communication channels used by the OSM
Community in the UK, including the Community Forum, and the Talk-GB
mailing list.

Election of Directors

Under the rules of the Company 1/3 of the Directors must step down at
each AGM, but are eligible for re-election up to a longer-term limit.
Stephen Holt and Robert Whittaker both stood down and both agreed to
stand again. The meeting accepted their resignations. As there were no
other nominations for Directors, both were automatically re-elected.

Any Other Business

No other motions or topics for discussion had been submitted in advance
of the meeting, so the Chair brought the formal meeting to a close.