Board/Minutes/2018-06-21

Draft Agenda
Location: Mumble, Thursday 21st of June, at 21:00 London time

Participants

Guests

Open to all OSMF members.

Guests are welcome to speak at the end of the meeting on the topics that have been discussed. Please note that text messages sent on Mumble chat may not be seen by people who join using mobile apps.

Not Present

• Kate Chapman (Apologies)

Administrative

Previous minutes

• Board/Minutes/2018-05-24

Circular Resolutions

2018/Res8 Authorize LWG to publish privacy statement

2018/Res8 Authorize LWG to publish privacy statement
The GDPR requires that we explain to users how, and on what legal grounds, we process their data. This means we’ll have to have a “privacy statement” on our public-facing pages. The Licensing Working Group has prepared a preliminary version which is still missing some concrete details about log file retention but is good to publish. Suggestion to authorize LWG to publish this version, and also future updates unless they make significant changes in which case they would be expected to show them to us first.
Unanimously accepted 2018-06-10

2018/Res9 Fund Dorothea's travel to SotM

2018/Res9 Fund Dorothea's travel to SotM
Proposal to fund Dorothea's travel to State of the Map 2018.
Accepted 2018-06-16 with ultimately 5 votes in favour: Frederik Ramm, Heather Leson, Kate Chapman, Martijn van Exel, Mikel Maron Disagreed 2: Peter Barth, Paul Norman

Previous action items

The list is sortable and collapsible. Updates are in blue.

Name	Date	Action item and status
All	2018-05-24	to create a circular to vote on the stripped down version of the Privacy Policy # Done
All	2018-05-24	to provide feedback on the draft with the modifications to the Board rules of Order, ideally before the 7th of June
All	2018-03-15	to send a reminder about etiquette guidelines on osmf-talk, talk & facebook page
All	2018-02-15	to clean-up the SotM draft policy document
All	2017-11-16	to send an email to members, months in advance of the 2018 Annual General Meeting, encouraging them to discuss and perhaps propose their own resolutions
Frederik	2018-04-19	to do a short writeup regarding the recent CiviCRM issues, which will be sent to experts who might be able to help
Frederik/Mikel	2018-03-15	to look at providing CiviCRM discount codes for State of the Map 2018. Will also look at how many people have already signed up and offer partial refund or suggest donation. # 2018-04-20 Update: CiviDiscount has been fixed by Tom.
Frederik/Paul	2016-05-28	to prepare transparency document from transparency session
Kate	2018-02-15	to follow up with Grant about the technical workaround of having conference announcement banners on osm.org linked to landing pages on the website
Kate	2018-01-18	to initiate discussion about 2018 priorities over email
Kate	2018-01-18	to update the etiquette and add a reporting plan
Kate	2017-08-24	to write to the Advisory Board list about microgrants
Kate/Martijn	2016-05-28	to draft diversity policy # No progress to report. Low priority.
Martijn	2017-11-16	to create the draft of the microgrants policy, separating it from the attempted combined draft with the updated travel policy
Martijn	2017-10-26	to raise the question to the Advisory Board about whether they would like to have an archive of the AB mailing list # Martijn will prepare a brief orientation document for the AB and will ask then.
Martijn	2017-07-18	to look at the process of regular reporting by the Local Chapters to the board and vice versa
Mikel	2018-04-19	to handle emailing and getting quotes from CiviCRM experts, in relation to our recent CiviCRM issues
Mikel/Paul	2018-03-15	to look at the ten most active mailing lists and see if people listed as admins are active in the moderator role, what is in place, and how they manage the lists. # 2018-05-24 Mikel drafted email and both agreed on some modifications
Mikel	2018-01-25	to work on potential updates on the circulars' procedure to vote on # This is now linked to the 2018-05-24 Action Item about modifications to the Board Rules of Order
Mikel	2017-08-24	to send email on the list to find businesses that would like to offer input on the Welcome Mat
Mikel	2016-08-19	to send round bullet points on diversity policy proposal
Paul	2018-04-19	to document the evaluation process of software and services used by the OSMF. Related to our FOSS policy
Paul	2017-02-21	to separate the State of the Map (SotM) net profit discussion items and start the follow-up discussions
Paul	2016-10-28	to create a page on the wiki, listing software products which are used by OSMF and are closed-source and/or are externally hosted # Was Peter's
Peter	2017-04-18	to make a list of requirements for email self-hosting and discuss them with the Operations Working Group

Vote on changes to Board's Rules of Order

The board will vote on an update to the Board's Rules of Order. Major points of change: Add rule about chairing working groups Make clear who can observe and process around closed sessions Clarify how we record votes Adjust some process around circulars Related discussion: Jul 2017

Lead: Mikel

FOSS policy compliance

The OSMF Free and Open Source Software Policy requires us to re-evaluate the use of hosted or closed-source software every two years with a view to changing to a FOSS solution if practical. The policy was devised to guide, but not mandate, software choices for work within the OpenStreetMap Foundation Board, Working Groups, and other OSMF bodies. Here are some examples of software choices made by the Board: Mumble is a FOSS voice conversation tool. We use a server hosted by the Humanitarian OpenStreetMap Team. Loomio is a FOSS for making decisions. We use the service hosted by Loomio themselves. Github is both hosted and closed, so we could improve partway by moving to hosted and open. Github poses particular problems in that there is no easy way to export the functionality we're using, nor are we making backups of it, and the records have long-term value. Google Apps is a proprietary hosted service, which we use mainly for email. Related discussions: 2017 Apr (Email hosting), Sep

Lead: Paul

Unrecorded State of the Map sessions

Discussion about State of the Map 2018 sessions where the speaker requested not to be recorded.

Lead: Paul

OpenRailwayMap licence application

Alexander Matheisen (OpenRailwayMap) has applied for a licence under our domain grandfathering scheme. You can read more about why one needs to licence the OSMF marks here and read the FAQs for more information. The template application is here.

Microgrants update

Providing microgrants was a topic discussed extensively during the Face-to-Face board meeting in April, where a plan was developed. You might know similar programs from e.g. OSM-US, HOT or FOSSGIS. As a start and as a first trial we want to make a time-bound program where you can apply for microgrants until a specific date. Discussed were many of the details like the budget, a rough timeline and the need for a committee to help on with the selection and to provide some kind of “supervision”. The program is scheduled to start at this year’s State of the Map. Related discussions: 2017 Aug, Jul, May.

GDPR preparation update

The General Data Protection Regulation came into effect May 25, 2018. The necessary steps for GDPR preparation have been discussed during the recent Face-to-Face board meeting (28-29 April). The board has authorised the Licensing Working Group to publish the current version of the privacy statement. Related LWG discussions: 2018 Apr, Mar, Feb, 2017 Nov, Sep, Jul Related Board discussions: 2018 May, Apr, Mar, Feb

Criteria for becoming a Local Chapter

The current minimum criteria for becoming a Local Chapter are outlined here. Suggested points of discussion: how established must a local organization be to be eligible to become a Local Chapter how can we measure this as objectively as possible, and how to handle applications from organizations that have a broader scope than just OSM. This topic will most likely be discussed during the July meeting, as well.

Lead: Martijn

Advisory Board - monthly update

The Advisory Board members are separate from the OSMF board of directors - individuals are either nominated by corporate members of the OSMF or invited directly by the OSMF board of directors. The OSMF Board of Directors will publicly minute, in the board meeting minutes, any communication sent to, or received from, the AB members. This monthly section is reserved for this purpose. AB related Board discussions: 2018 May, Apr, Mar, Feb, Jan 2017 Oct, May (F2F), Apr, Mar, Feb, Jan

Lead: Martijn

Guest comments or questions

Guests are welcome to speak at the end of the meeting on the topics that have been discussed. Please note that text messages sent on Mumble chat may not be seen by people who join using mobile apps.

Next meeting

Meetings take place on the 3rd Thursday of the month, at 21:00 London time, unless rescheduled.

The next monthly board meeting will be on the 19th of July, at 21:00 London time, unless rescheduled.

Meeting end