Board Meeting Minutes, May 2025
A meeting of the Open Knowledge Foundation (OKF) Board was held via video call on Wednesday 29th May 2025 from 19:00 to 20:05
Board members who dialled in: Helen Turvey (HT) (Vice Chair), Tim Hubbard (TH)
Guest: Edward Finch (EF) Buzzacott Accountants
Observers: Renata Avila (RA) (CEO), Cassandra Woolford (CW) (DOF)
Apologies: Vanessa Barnett (VEB) (Chair), Ira Bolychevsky (IB), Johnny West (JW)
Accountants Audit Report [Eddie Finch]
Eddie Finch from Buzzacott presented the three audit-related documents: the reports and accounts (including the statutory audit report, post-audit report, and letter of representation). He briefly reviewed each document, noting that the accounts were in the required statutory format and that the narrative reporting was satisfactory. The audit report confirms the accounts give a true and fair view and are properly prepared, with no material uncertainties around going concern. He confirmed the organisation is a going concern, noting the challenges around income and cash flow but acknowledging the expressed satisfaction that necessary adjustments could be made. HT and CW discussed the agreement on going concern and decided to handle the formal approval of signing off the Year End accounts via email due to a lack of quorum. He highlighted that no significant adjustments were made, aside from a presentational change in how the Viderum sale of shares were shown. Two points were raised: the completeness of declarations of interest, suggesting a wider net to include connected people and business relationships, and the budgeting process, suggesting a distinction between minimum costs and contingent spending based on income. HT clarified their current budgeting approach aligns with the recommendation, just needing formalisation. EF also discussed with the board about fraud risks, specifically around diversion of funds.
Review of minutes & actions [Vice Chair]
CW requested approval for the February board meeting minutes, only attended by Tim Hubbard and Helen King-Turvey. The Minutes from February 2025 were approved.
The December minutes are still outstanding due to a lack of approval from Johnny and Vanessa.
HT raised the importance of conducting a performance appraisal for Renata Ávila, as an employee for OKFN suggesting it should be addressed for 2025.
It was noted the lack of quorum at the meeting. HT mentioned a previous discussion with RA about governance and Board Engagement. RA outlined a plan to re-engage the current board and then bring in new members to avoid disruption. This engagement will focus on improving current processes, communication, and action.
Following the report from EF regarding budget spend, CW explained the prudent approach to budgeting, often spending less than the approved amount. HT suggested formalising this with a resolution that specifies a spending limit and a ceiling, which is more about wording than changing their current practice.
Finance Update [CW]
CW provided a brief financial overview up to the end of April, stating they are on track with the budget. TH noted an improvement in the operating loss compared to the previous year. CW confirmed they are running at a bare minimum but are more sustainable than last year, with sufficient funds for the next year based on current and pipeline contracts.
CEO Update [RA]
RA reported a positive meeting with a new project officer at the McGovern Foundation, who offered the possibility of ending the current project early to start renewal conversations sooner, potentially leading to a contract renewal in October instead of December.
RA highlighted their first commercial project with the World Food Programme in Ethiopia. A growing demand from governments and international organizations for data policies and data governance guidance, presenting a new area of opportunity. Updates were provided on several projects, including the new version of the Open Data Editor, which is progressing well with increasing downloads, course enrollments, and pilot programs. She highlighted its successful incorporation by an organisation in France. Other reactivated initiatives include the data literacy network and open science collaborations.
RA spoke about OKFN’s involvement in policy work, including promoting the United Nations open source principles and engaging with the Digital Public Goods Alliance. She noted challenges in the data for development space due to limited visions but highlighted efforts to bring a broader perspective however there are also constraints due to the lack of a dedicated policy person.
RA proposed a discussion on the future role of CKAN, noting contributions from the foundation. HT suggested holding a dedicated meeting with full board participation for this specific and important discussion. RA agreed to share more information and follow up to arrange the meeting.
RA shared information about a collaboration with the International Press Institute to create a data commons on press freedom using their extensive archive. HT and TH both expressed enthusiasm for this project and its potential. RA explained the collaborative fundraising approach for this initiative.
A discussion arose about how governments lack guidance on data management and are now facing pressure with the rise of AI. RA believes this "AI populism" presents an opportunity to emphasize that data is the starting point and to encourage governments to own their infrastructure.
Actions
From February 2025
CW will circulate December 2024 minutes for approval by email to HT, VB and JW.
RA will update the Board on the progress of the DGPA working group.
RA to meet with HT to discuss Governance and next steps
May 2025
RA will send the governance questions to be discussed at a time different from the board meeting, and HT will follow up with other board members.
CW / RA to arrange a separate CKAN Meeting
Board to conduct a performance review for Renata Avila as an employee of OKFN.