Board/Minutes/2024-03
Agenda and page for future draft minutes.
The topics of the agenda get locked one week before the meeting.
Date and time: Thursday 28 March, 13:30 UTC - Countdown
Location: Video room https://osmvideo.cloud68.co/user/dor-2cd-qah-rim
using BigBlueButton.
Participants
["talk" time*] Name
- [14'] Arnalie Vicario
- [10'] Craig Allan
- [00'] Dani Waltersdorfer (messages via text)
- [07'] Guillaume Rischard (Chairing)
- [02'] Mateusz Konieczny
- [03'] Roland Olbricht
- [04'] Sarah Hoffmann
*Includes time when the microphone was activated due to noise.
Officers and board
Biographies
Guests
- 12 guests, including Letwin Pondo (Presenter)
Open to all OSM Foundation members. (Become a member of the Foundation, even for free if you are an active OSM contributor)
You are welcome to ask questions or to comment (via voice or on the chat) at the end of the meeting.
- Please mute your microphone when you join, and to preserve bandwidth, refrain from turning on your webcam.
- If you are in a low-bandwidth environment, you may benefit from using BigBlueButton's low-bandwidth settings. To assess them, click on the 3 dots on the top right of the black video-window.
Preliminaries
- Welcome by Chair
- Determination of quorum
- Members present:
- Members absent:
- Apologies:
Administrative
Approval of previous minutes
Circular Resolutions
Action item updates
| Public board action items - About | ||||||||
|---|---|---|---|---|---|---|---|---|
| Filter by assignee | Arnalie | Craig | Dani | Guillaume | Mateusz | Roland | Sarah | Not assigned |
| Filter by label | Example: any label # labels here (non-clickable) | |||||||
Draft minutes to be added.
Secretary's report
| Background |
|---|
| Topic presented by Craig Allan. |
My monthly Secretaries report is a review of some of the workstreams on our issue tracker. It doesn't cover everything but I hope to give members an idea of what has been keeping the Board busy over the last month.
Funding
Issue 597:
Our Meta funding is still under negotiation. I’ll remind you that Meta owns
Facebook and WhatsApp. Meta is one of our biggest donors; so this an important
process. At this time draft contracts are circulating but none have been finalised.
We hope to be able to make an announcement on this in the next month.
Planned face-to-face board meeting
Issue 559:
We are planning the Board face-to-face meeting. This Board will meet face to
face for the first time on the last weekend of April. We‘ll be meeting in Frankfurt,
which was chosen because it is central and minimises travel costs. We have
secured Allen Gunn, aka ‘Gunner’ as our facilitator.
Occasional face to face meetings are very important for the Board members. There is a lot of body language and nuance that gets lost in text chat and endless video meetings. Personal contact between Board members will really help to improve our working relationships.
OSMF move to the EU
Issue 271:
The work continues on moving out of the UK and into the EU. Sarah is
investigating the Belgium option and Guillaume has recently met with a lawyer in
Luxembourg to discuss the pro’s and con’s of establishment of OpenStreetMap in
that country. Luxembourg and Belgium remain the two strong contenders for our
new location.
Enquiry from Municipality of Santa Fe, Argentina about contributing street names
Issue 595:
Some correspondence. The Municipality of Santa Fe, Argentina contacted us with
a view to contributing street names in their city to our database and using OSM
as a base map for their web site mapping. It’s great that so many government
agencies use OSM in their daily operations.
Member's question about December 2023 emergency board meeting and mid-month chats
Issue 588:
You may remember that at the last Board meeting there was a two part question from the audience about the emergency meeting we held in December and
about mid-month chat meetings.
The first part of the question was whether the emergency meeting was legitimate according to the Articles of Association and rules of order.
The answer is Yes. The meeting was compliant with the Articles of Association and was compliant with the Rules of Order except for point 6.3 which requires the membership to be informed of a Board meeting one week in advance. That one week notice period was waived by agreement of the majority of board members as it was truly necessary to hold an emergency meeting without any delay.
On the second part of the question, on whether mid-month Board chat meetings are legitimate Board meetings.
Well, for this one, the answer is no. Mid-month Board chat meetings are informal discussions not formal Board meetings. They fall outside the Articles of Association and the Rules of Order. There is usually a list of things we want to discuss but we don't follow formal procedure and no resolutions are considered during the meetings.
Board's participation in Wikimedia East and Southeast Asia conference
Issue 563
We are still working on presenting a talk at the Wikimedia East and Southeast Asia conference in May. Speakers have been finalised. This is part of a move by
the OSM Foundation to build better relationships with the Wikimedia movement.
2024 membership drive
Issue 440
There has been a recent push to increase the registration of new members of the
Foundation, especially from the global south, which has been seriously under-
represented in foundation membership. Arnalie Vicario has been pushing hard on
this project.
New budgets and procurement Policy (layered spending)
Issue 570
On finance, we have created and put in place a new policy for buying goods and services which has a number of internal controls that were previously missing.
This is now being supplemented with a much more explicit policy (or guidance document) on hiring contractors. Our contractors are typically software developers. These policies are part of our push to make the foundation more professional and more efficient, and in the process we are mitigating reputational and financial risks.
SotM Europe 2024 branding and upcoming regional SotMs
Issue 560
We had correspondence with the organisers of the State of the Map Europe about
their branding, and I mention it here because this will apply to all regional State
of the Map conferences.
State of the Map conferences must use the local area name, in this case EU, in the name of their conference, so that it is clear that they are a regional conference, not the global State of the Map conference.
Staying on that, I have just signed approvals for the use of OSM branding at five upcoming State of the Map conferences. Madagascar in April, Europe will meet in July , State of the Map Nigeria in October, State of the Map Rwanda in November and State of the Map Latin America will meet in Brazil in December, The global State of the Map conference will be in September, in Nairobi.
2024 board election
And lastly, Issue 589:
We are planning for the annual general meeting of the Foundation to be held in
October this year, to separate the important budget development and approval
process from the disruptions we always have around the elections. This means
that the elections process will begin a few months earlier this year.
That report doesn’t cover everything that has been happening, but I hope it gives an idea.
Treasurer's report
| Previous reports during monthly board meetings and general meetings |
|---|
| See Treasurer's reports on the finances page. |
| Topic presented by Roland Olbricht. |
Draft minutes to be added.
OSMF's move to the EU
| Background |
|---|
| See OSMF relocation or subsidiary. |
| Topic suggested by Sarah Hoffmann. |
Draft minutes to be added.
Local Chapters and Communities congress
| Background |
|---|
| The 2024 Local Chapters and Communities congress took place online on 2024-03-02. |
| Topic suggested by Arnalie Vicario. |
Draft minutes to be added.
OSMF membership campaign
| Background |
|---|
| See the blog-post by Arnalie Vicario: Help us grow and diversify the OSMF membership worldwide. |
| Topic suggested by Arnalie Vicario. |
Draft minutes to be added.
Wikimedia East and Southeast Asia and the Pacific (ESEAP) conference and travel
| Background |
|---|
The board had received an invitation to participate in the upcoming Wikimedia East and Southeast Asia and the Pacific (ESEAP) conference in Malaysia. Arnalie Vicario offered to represent OSMF and had a meeting, together with Sarah Hoffmann, with some of the organisers, as well as ongoing communications. The organisers suggested that we propose an OSM workshop or mapping party to be part of their program. Arnalie submitted two proposals:
The organisers have also invited Mozilla, Creative Commons and local stakeholders. The conference will take place on 10-12 May 2024. |
| Topic suggested by Arnalie Vicario. |
Draft minutes to be added.
Board liaison for working groups
| Background |
|---|
| To better support communication and liaison between the Board and Working Groups the Board will ensure that all Board members are distributed among all Working Groups. The Board members will represent the Board and the Foundation in the processes of the Working Groups, noting that Board Members may not be the Chair of any Working Group.
Some board members are already members of Working Groups, or routinely attend several Working Group meetings. This process may assist to distribute the workload of members more evenly. Previous board discussions: |
| Topic suggested by Arnalie Vicario. |
Vote to appoint board liaisons for Working Groups (Approved)
| Motion to appoint the proposed board liaisons as listed.
Proposal after modification:
| |||||||||||||||||||||||||||
|
Approved on 2024-03-28 with 6 votes in favour: Arnalie Vicario, Craig Allan, Daniela Waltersdorfer, Mateusz Konieczny, Roland Olbricht, Sarah Hoffmann. | |||||||||||||||||||||||||||
| Proposed by: Sarah Hoffmann |
Draft minutes to be added.
Presentation: Ladies in Map, Zimbabwe, by Letwin Pondo
| Previous presentations and about this section |
|---|
| See Monthly_Board_Meetings/Presentations. |
Presentation by Letwin Pondo about Ladies in Map, Zimbabwe.
Draft minutes to be added.
Any other business
Draft minutes to be added.
Guest comments or questions
| Open to all OSM Foundation members (Become a member of the Foundation). You are welcome to ask questions or to comment (via voice or on the chat) at the end of the meeting.
|
Draft minutes to be added.
Next meetings
All Board meetings for 2024 have been planned. See the Monthly Board meetings page to find out where board meetings are announced and for a subscription link to have future board meetings automatically added to your calendar.
Open board meeting: 30 May 2024, at 13:30 UTC
Open board meetings take place online monthly: currently on the last Thursday of every month.
Next public meeting: On 2024-05-30 13:30 UTC at https://osmvideo.cloud68.co/user/dor-2cd-qah-rim, as the April meeting was cancelled, due to its close proximity to the face-to-face board meeting. The agenda will be here, approximately one week before the meeting.
Dates: See this Framagenda calendar (green dots), and the monthly board meetings page. The dates of public board meetings are also added to https://osmcal.org/.
Mid-month board chat
Mid-month board chats are not open to observers.
Dates: See this Framagenda calendar (yellow dots), and the monthly board meetings page.