2025-09-18 – Face to Face Board Meeting

Board members: Presents in Brussels: Ruth Suehle, Gael Blondelle, Thierry Carrez, Catharina Maracke, McCoy Smith, Carlo Piana ; Remote: Tracy Hinds, Chris Aniszczyk, Sayeed Choudhury

Guests: Present in Brussels: Stefano Maffulli, Deb Bryant, Simon Phipps, Jordan Maris, Katie Steen-James, Nick Vidal

Regrets: Justin Colanino

Quorum: reached at 9:29 Brussels Time

Motion: Thierry moves to approve the minutes of previous board meeting

Second: Ruth seconds

All others approve

Katie Steen-James and Jordan Maris present an update about policy efforts in the US and the EU respectively. More specifically, Katie describes her actions on US policy topics since she joined the OSI full-time in February. In addition to continuing the work started by Deb Bryant, Katie is developing and sharing resources to educate policy makers. Katie also gives a status about the Open Policy Alliance, our initiative targeting the smaller organisations that can not have policy people on staff. Those organisations welcome the fact that the OSI provides support to track trends in US Policy and coordinate feedback to requests for comments from US agencies. Jordan then presents OSI actions on EU policy, including the promotion of the OSAID, more specifically through a letter sent by MEPs to the commission to call out companies that call their AI Open Source while imposing usage restrictions intended to prevent the emergence of competition.

Simon Phipps updates the board about the CRA and the related standardisation efforts, including participation to the Eclipse Open Regulatory Compliance Working Group as chair of the specification committee, and the role of coordination of open source people at ETSI. Indeed, a large number of ETSi rapporteurs on CRA standards are from the Open Source community, showing that Open Source is taken more seriously in the standardisation world. Finally, Simon just got elected vice-chair of the ETSI Digital working group.

Simon Phipps updates the board on the creation of the Stichting OSI Europe Foundation, a non-profit organisation based in the Netherlands. One of the goals of OSI Europe is to take over OSI membership at ETSI so that the organisation representatives can participate in meetings like other organisations whereas OSI can only join as a non-European organisation with less to say. To be able to execute the switch in membership, OSI Europe needs a grant of 3500€ from the OSI to cover ETSI membership fees and execution costs.

Motion: Catharina moves to make a grant of 3500€ to Stichting OSI Europe Foundation so that the Foundation can join ETSI.

Second: Gaël seconds.

Carlo and Thierry abstain. All others approve.

Simon updated the board about the opportunity that the OSI could run the secretariat of the Open Source Congress. During the dedicated session in the Open Source Congress in Brussels, there were about 9 organisations that were willing to underwrite the cost of the Secretariat. Simon will continue to work with those organisations to secure funding for the secretariat of the OS Congress and will try to get funding from different institutions including in Europe.

The board has a break from 11:05 to 11:20 (Brussels time)

Katie explains the definition of doing lobbying in the US, and the constraints associated with it, and what can be done within the rules for 501©3 non-profits. The board requires a full pitch including a risk assessment about lobbying activities before the next board meeting, and plans to have a go/nogo motion on the topic at the next board meeting.

Katie, Jordan, Simon, and Nick leave the meeting at 11:47

Sandro Groganz joins the meeting remotely and co-presents a proposal to create Advisory Councils to improve communication with stakeholders, and to secure revenue for the OSI. The latest proposal suggests the creation of topical councils (Policy, Licensing, AI and Data).

As some details still need to be decided and as it is related to the sustainability of the OSI, the board decides to table the topic until we have a new ED.

12:30 – Staff rejoins and the board starts a working lunch.

Nick Vidal presents the Community and Marketing update including status about the website, the newsletter, the blog, press coverage, and participation in events. He mentions notable initiatives like the Maintainer Month, and the organisation of Deep Dive Data Governance.

12:32 – Tracy leaves the meeting

Nick presents a proposal from AboutCode to become the steward of ClearlyDefined.

The board thinks that there is value in OSI being the neutral steward of ClearlyDefined, but would welcome a close collaboration with AboutCode about operations.

Nick and Simon will get back to AboutCode to offer such a collaboration scheme instead of a change of stewardship.

13:15 – The board goes on a coffee break

Sayeed Choudhury joins remotely at 13:25

The board starts the review of the KPI of Stefano Maffulli as exiting Executive Director.

Stefano presents the prototype of License Review Tool.

14:15 – Stefano Maffulli gives parting comments to the board and leaves the meeting.

Motion: Chris moves to thank Stefano for his service to the OSI, his dedication to open source and to the creation of the OSAID, and his impact on the professionalization of the organisation.

Second: Carlo seconds.

All others approve.

14:27 – The board goes on Executive Session

14:45 – The board goes on a coffee break

Tracy Hind, Josh Berkus, and Anne-Marie Scott, join remotely at 15:00

Phyllis Dobbs joins remotely at 15:00 to present the financial statement.

15:15: Phyllis leaves the meeting after having updated the board about the financial situation of the OSI.

The board discusses a challenge situation OSI faces in the transition of the executive director with continuity planning. As 3 board directors term out in October 2025:

1. Elected seat: Catharina Maracke 2. Appointed seats: Justin Colannino, Tracy Hinds

As precedent has set, we traditionally fill appointed seats as they become vacant, and leave elected seats vacant until the election cycle comes back around. The following motions honor that precedent.

Justin Colanino is not seeking reappointment.

Motion: Anne-Marie moves to appoint Catharina Maracke to the vacant appointed position through September 2026.

Second: Thierry seconds.

Catharina abstains

All others approve.

Motion: Catharina moves to extend the appointed seat for Tracy Hinds through September 2026 to realign with the OSI Board of Directors election cycle.

Second: Josh seconds.

Tracy abstains

The board proceed to elect officers

Motion: Catharina moves to appoint Tracy Hinds to Chair for the coming term.

Second: Anne-Marie seconds.

Tracy abstains

All others approve.

Motion: Gaël moves to appoint Thierry Carrez to Vice-Chair for the coming term.

Second: Sayeed seconds.

Thierry abstains

All others approve.

Motion: McCoy movesto appoint Gaël Blondelle to Secretary for the coming term.

Second: Ruth seconds.

Gaël abstains

All others approve.

Ruth volunteers to support as Vice-Secretary

Motion: Catharina moves to appoint McCoy Smith to Treasurer/CFO for the coming term.

Second: Ruth seconds.

McCoy abstains

All others approve.

Anne-Marie volunteers to support as Vice-Treasurer

Meeting is adjourned at 16:08 (Brussels time)