Apologies: CJ
Present: Gareth, Stephen, Robert W, Steve K

Operations

Financial Report

Stephen circulated the financial update by email. The June figures were checked against CiviCRM.

Stephen confirmed that £150 had been withdrawn from PayPal into the bank account.

Membership Renewals

CiviCRM recorded two new members and nine renewals.

Freegle renewed its corporate membership in early July.

Gareth will thank Freegle and check whether its corporate membership description needs updating on the website.

Mappa Mercia

The replacement Mappa Mercia website still needs to be reviewed by Gareth. Some outdated information may need to be removed from the contact page, but otherwise the site is ready for the DNS switch.

If the site is satisfactory, the DNS will be switched and the old server shut down and deleted.

New Tile Server Setup

Steve has submitted a mod_tile pull request to address memory leaks. The proposed fix was generated by AI and has not yet been reviewed or tested.

Steve needs assistance deploying the patch to the staging server so that the community can be invited to stress-test it.

Gareth expressed reservations about the AI-generated fix but noted that, if testing is successful, it could be deployed on the server to reduce reliance on AWS.

Gareth will review the patch and assist with testing.

CiviCRM Scheduled Jobs

Errors continue to be logged by CiviCRM scheduled jobs despite Mythic’s updates.

Gareth will review the CiviCRM event log and investigate the remaining errors.

Board Meeting Minutes

Publication of board meeting minutes is behind schedule.

Gareth will bring the published minutes up to date.

AGM Minutes

The draft minutes of the 2025 AGM, held at State of the Map Europe in Dundee, remain outstanding. They need to be published so that they can be accepted at the 2026 AGM.

Robert will draft and publish the minutes.

Projects

2026 Q2 Quarterly Project: Addresses

The proposed online event to discuss the use of address datasets did not take place because of Robert’s work commitments and Owen’s situation with OS.

2026 Q3 Quarterly Project: Toilets and Drinking Water

Robert organised a community forum vote for the quarterly project. The process received reasonable engagement, with two additional nominations submitted alongside the original proposal.

“Toilets and drinking water” was selected. A wiki page has been created, and a community forum discussion is available.

The board noted that combining the two topics could cause confusion. Specific tasks beyond mapping toilets remain unclear.

The board discussed potential sources of data. Public toilets are managed by a range of organisations, including town councils, and are often located within other buildings rather than in standalone facilities.

Potential sources include toiletmap.org.uk and toiletsnearme.co.uk, although copyright restrictions may limit the use of some data.

Gareth had also received an enquiry outside the mailing list about importing OS trig points. This was not submitted as a quarterly project proposal. He shared information on how to propose such an import with the community.

Quarterly Project Selection

An email had queried whether members were involved in selecting quarterly projects. The selection process was explained and a community forum discussion opened for Q3 and Q4 proposals.

Following the Q3 vote, the board agreed to repeat the process for Q4, inviting new nominations and allowing previously unsuccessful proposals to be considered again.

Future Events

State of the Map

Robert has booked his place at State of the Map in Paris on 28 August

AOB

Deferred Income and Panoramax

The board discussed possible uses of deferred income, including support for Panoramax, and the issues affecting the French instance.

Gareth highlighted that any funding offered must benefit the UK community to align with OSM UK’s Articles of Association.

Robert contacted Lorenzo and Christian about a possible Europe-wide instance. Christian responded that Panoramax preferred federated instances rather than a large European instance. Lorenzo has not yet responded.

Robert also contacted Alex McDonald, who runs a Wales-focused instance covering Cardiff and the valleys.

The board agreed to understand the instance’s setup, infrastructure and interest in expanding or formalising the service before considering financial support.

Next Meeting

The next meeting is scheduled for 4 August. Stephen is likely to send apologies.