Difference between revisions of "Board/Minutes/2019-11-20"

From OpenStreetMap Foundation
(+ Previous action items)
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''In 2019 there were meetings of people interested in restarting the WG. An email was sent by Joost Schouppe (board member and interested to be involved) on the WG's mailing list, in order to determine whether anyone of the old members would be interested in staying in the group.''
 
''In 2019 there were meetings of people interested in restarting the WG. An email was sent by Joost Schouppe (board member and interested to be involved) on the WG's mailing list, in order to determine whether anyone of the old members would be interested in staying in the group.''
   
''A request to approve the revival of the LCWG was sent to the board on 2019-10-07 and a later email notified the board that the new selected name is: "Local Chapters and Communities Working Group" (LCCWG).''
+
''A request to approve the revival of the LCWG was sent to the board on 2019-10-07 and a later email notified the board that the new selected name is: "Local Chapters and Communities Working Group" (LCCWG). The WG is proposed to have different scope, compared to the original.''
   
 
''WG Minutes: 2019 [[Local_Chapters_Working_Group/Meeting_minutes/2019-09-03| Sep]], [[Local_Chapters_Working_Group/Meeting_minutes/2019-10-09 | Oct]].''
 
''WG Minutes: 2019 [[Local_Chapters_Working_Group/Meeting_minutes/2019-09-03| Sep]], [[Local_Chapters_Working_Group/Meeting_minutes/2019-10-09 | Oct]].''

Revision as of 19:01, 20 November 2019

Draft agenda.

Location: Channel "OSMF Board of Directors (Public)" on Mumble.
Date and time: Wednesday 20th November, 19:00 London time
Countdown

Participants

Board members

Biographies

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

Administrative

Previous minutes

Circular Resolutions

Board_Rules_of_Order#7._Circular_Resolutions

Voting cancelled: 2019/Res23 Accept the proposed Microgrants implementation

The linked document outlines this proposal.

Voting closes on 2019-10-18
Voting cancelled to get community feedback on the document. Please see the related osmf-talk thread.

2019/Res24 Approve financial hardship fee waiver 2019102710000056

The Board currently decides on membership applications for a fee waiver due to financial need on a case-by-case basis.

Unanimously accepted 2019-11-05 with 7 votes in favour: Kate Chapman, Frederik Ramm, Paul Norman, Heather Leson, Tobias Knerr, Mikel Maron, Joost Schouppe.

2019/Res25 Approve financial hardship fee waiver 2019110210000154

The Board currently decides on membership applications for a fee waiver due to financial need on a case-by-case basis.

Accepted 2019-11-10 with 6 votes in favour: Kate Chapman, Joost Schouppe, Mikel Maron, Paul Norman, Tobias Knerr, Heather Leson.
1 not voted: Frederik Ramm

2019/Res26 Extend Dorothea's current contract for another six months

The suggestion is that we set up a written paper that says: "Both parties agree to extend the original contract that was initially signed on 07 March 2018 for another six months, until 29 February 2020, or until such time as another, superseding contract is signed by both parties."

Accepted 2019-11-14 with 6 votes in favour: Mikel Maron, Tobias Knerr, Joost Schouppe, Kate Chapman, Paul Norman, Heather Leson.
1 not voted: Frederik Ramm

2019/Res27 Approve financial hardship fee waiver 2019110910000071

The Board currently decides on membership applications for a fee waiver due to financial need on a case-by-case basis.

Accepted 2019-11-16 with 4 votes in favour: Tobias Knerr, Frederik Ramm, Mikel Maron, Joost Schouppe.
3 not voted: Kate Chapman, Heather Leson, Paul Norman.

2019/Res28 Approve financial hardship fee waiver 2019111010000095

The Board currently decides on membership applications for a fee waiver due to financial need on a case-by-case basis.

Accepted 2019-11-17 with 6 votes in favour: Paul Norman, Mikel Maron, Tobias Knerr, Kate Chapman, Heather Leson, Joost Schouppe.
1 not voted: Frederik Ramm.

2019/Res29 Approve financial hardship fee waiver 2019111110000039

The Board currently decides on membership applications for a fee waiver due to financial need on a case-by-case basis.

Accepted 2019-11-18 with 4 votes in favour: Mikel Maron, Joost Schouppe, Kate Chapman, Heather Leson.
1 not voted: Paul Norman
2 abstained:
Frederik Ramm (Abstain because of doubts about the quality of map contributions),
Tobias Knerr (The mapper's changesets do not follow best practices. Although that's not something we've defined as a requirement for the fee waiver, I feel it shouldn't be completely ignored.)

Previous action items

The list is sortable and collapsible and contains items that did not arise from board meetings. Incomplete.

Name Date Action item and status Source Related to
Board 2019-09 to decide about registration at the Benevity Causes Portal email Donation
Not assigned
Taken up by Frederik 2019-11
2019-07-17 to contact Telenav about transfer of openstreetcam domain.
# Potentially also contact other parties, depending on the feedback from the LWG.
meeting LWG
Board 2019-09 to decide about the NextGIS donation. email Donation
Board 2019-07 to decide about the NextGIS donation. email Donation
Board 2019-07 to decide on next steps regarding an email service for OSMF. email FOSS policy
Board 2019-07 to decide on whether the team that plans a SotM in Africa can get the sponsorship amount from Facebook through OSMF. Unknown amount and whether this will be needed for more sponsors.
# Pre-requisites: Sign the SotM quick licence agreement and agree to provide invoices to OSMF prior to the money transfers.
email Regional SotMs
Board 2019-07 to provide feedback on Heather's draft email to OSM US, related to their interest in applying for LC status.
# Done
email LC appl.
Board 2019-06 to decide on next steps regarding the request from a contributor to notify Facebook and remove their rights under ODbL if the violation is not fixed after 30 days of notice, as written on ODbL.
# Related talk@ discussion

The decision seems to be (2019-10) to work on a running document (questions/opportunities/decisions to be made) and contact Facebook afterwards with a list of questions.
email LWG
Frederik 2019-09-14 & 2019-10-16 to email osmf-talk about suggested AoA changes.
# Done (discussion on initial suggested changes (doc), discussion on revised document).
Meeting AoA
Frederik/Heather 2019-05-18 to complete and share job description for someone to prepare a pull request for acceptance against the current “openstreetmap-website” code that will implement these changes (related blogpost).
# Possibly completed.
F2F 2019 GDPR
Frederik 2018-09-20 to update Roland Olbricht, maintainer of the Overpass API (downstream data controller). meeting GDPR
Joost/Heather 2019-10-16 to work on a running document regarding Facebook attribution. Meeting Facebook
Joost/Heather 2019-10-16 to work on a blogpost regarding Microgrants. Meeting Microgrants
Heather 2019-08-23 to process the OSGeo Oceania Local Chapter application and review the satisfaction of the minimum LC requirements. email Local Chapters
Heather 2019-07-23 to process the FreeMap Slovakia Local Chapter applicationand review the satisfaction of the minimum LC requirements. email Local Chapters
Heather 2019-06-27 to process the OpenStreetMap Česká Local Chapter application and review the satisfaction of the minimum LC requirements. email Local Chapters
Heather 2018-12-20 to draft email to start off discussion on the osmf-talk mailing list about developing guidance for our involvement in politics/activism.
# Was Peter's. Assigned to Heather on 2018-12-20.
meeting Activism
Heather 2018-09 to draft post on OSM validation practices. email Vandalism
Kate 2019-05-18 to write Administrative Assistant's job description.
# Possibly completed.
F2F 2019 Admin. Assistant
Kate 2018-12-20 to write to the Data Working Group to see if there's anything further the board can do to support them. meeting DWG
Kate 2018-09 to draft rapid response plan for when bad things happen. email Vandalism
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. meeting OWG
Kate 2018-01-18 to update the etiquette and add a reporting plan. meeting Communication
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.
meeting Communication
Mikel/Joost 2019-05-18 to document working group practices, draft WG “rules of order". F2F 2019 WGs
Paul 2019-06-19 to switch limesurvey plan to annual & expert, transfer (limesurvey) ownership to OWG, billing to OSMF and give access to Mikel, Joost and Dorothea.
# The plan won't be changed for the time being.
meeting Surveys
Paul 2018-05 to take feedback from the pre-F2F 2019 survey to developers that is about software.
# Might have been completed.
F2F 2019 Survey
Paul 2018-04-19 to document the evaluation process of software and services used by the OSMF. meeting FOSS policy
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
meeting FOSS policy
Tobias 2019-10-16 to share news about microgrants with weeklyOSM (their decision to publish or not. meeting Microgrants

Action items updates

Microgrants update

Providing microgrants was a topic discussed extensively during the 2018 Face-to-Face board meeting, 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. A consultation document was shared in 2018 with the membership and the Advisory Board members, which contained an outline and top questions. There were also two microgrant-related sessions at the State of the Map 2018 conference (read some discussion points and questions).

Work on Microgrants was paused in 2018 and restarted after the 2019 F2F meeting.

Community feedback was asked on this document (the document had initially been put to vote but voting was subsequently cancelled to consult the community - see the related osmf-talk thread).

Related board discussions:

Related osmf-talk discussions:

Related board working sessions: 2019 Aug & Oct, 2018 Jul & Sep.
Related SotM 2018 session: there was a lightning talk, for community feedback

Lead: Joost

Moderation and etiquette

Out etiquette guidelines are at: https://wiki.openstreetmap.org/wiki/Etiquette

Related board discussion: 2019-02

Lead: Heather

Proposed addendum to Local Chapter Agreement to become a US local chapter

Initial interest has been expressed before 2017 in a Local Chapter application from the US, as OpenStreetMap US has been operating for nearly 10 years and would like to see the organisation become an official Local Chapter. Communications restarted after the new OSM US was elected in 2019. The OSMF board discussed during the 2019 F2F meeting the questions received and there were in-person meetings of members of both boards during the State of the Map 2019 conference. As a first step forward, the board proposed that OSM US draft an addendum to the local chapter agreement.

The received proposed draft addendum is here.

Lead: Heather

Conditional planning of the next face-to-face board meeting

Suggestion to have a very short board meeting with the old and new board after the 2019 AGM (December 14, 2019). That meeting could include voting on having a face-to-face board meeting early next year.
Lead: Joost

Contacting Telenav about transfer of openstreetcam domain

The board has received a request from the Licencing Working Group (LWG) to contact Telenav about the transfer of the openstreetcam.org domain to the OSMF, or at least enter an agreement in which the domain and any other rights to the name are transferred to the OSMF in the case that the current scope of the OSC project significantly changes from contributing to OSM.

Related board discussion: 2019-07

Lead: Frederik

Communication with iD maintainers

iD is one of the default OSM map editors accessible via www.openstreetmap.org, making mapping more approachable to new contributors and also wielding considerable influence on the OSM data model. The iD core development team is small and there are also several community members who submit pull requests.

Decisions of the iD development team have attracted controversy, resulting in public discussions on various community platforms and concerns being brought to the board's attention via the pre-F2F 2019 survey. Some of the controversial tagging decisions have since been reverted. Overall, quite a few contributors are upset that iD promotes tagging styles which aren't in line with existing documentation and usage numbers. The community concerns were a subject of discussion during the 2019 board face-to-face meeting, where the decision was made to contact the iD developers, in order to find a solution to reassure mappers that their perspective is valued when it comes to tagging questions.

The board came in contact with the iD maintainers after May. Additionally, there was an in-person meeting of a board member with one of the developers at SotM 2019. An overview will be supplied during this meeting.

Note:
The iD team is already running a public preview version of iD based on the development branch and welcomes early testing and feedback. In the future, the iD developers will include a link to an instance of the new iD version as part of pull requests to the openstreetmap-website repository. This will make it easier for the pull request to be reviewed.

Lead: Tobias

Approve the creation of the Local Chapters and Communities Working Group

The Local Chapters Working Group was responsible for setting up federated OSM-Foundation Local Chapters. The WG became at some point inactive and the processing of the LC applications was taken up by the OSMF Secretary.

During the 2018 Local Chapter Congress session at State of the Map, there was a suggestion to revive the working group with focus on encouraging the growth of local communities and setting them on a path to maybe one day become a Local Chapter.

In 2019 there were meetings of people interested in restarting the WG. An email was sent by Joost Schouppe (board member and interested to be involved) on the WG's mailing list, in order to determine whether anyone of the old members would be interested in staying in the group.

A request to approve the revival of the LCWG was sent to the board on 2019-10-07 and a later email notified the board that the new selected name is: "Local Chapters and Communities Working Group" (LCCWG). The WG is proposed to have different scope, compared to the original.

WG Minutes: 2019 Sep, Oct.

Lead: Joost

Update on Annual General Meeting and suggested Articles of Association changes

The 13th Annual General Meeting of the OpenStreetMap Foundation will be held online in the IRC chat room #osmf-gm on the IRC network irc.oftc.net, at 16:00 UTC on Saturday, 14 December 2019.

Voting on special resolutions and Membership Fee Waiver program change: This year members will be voting on special resolutions and a Membership Fee Waiver program change. ("Special resolution" has the meaning given in section 283 of the Companies Act 2006).

Related osmf-talk discussions:
-- discussion on initial suggested changes (doc)
-- discussion on revised document

  • Voting for Articles of Association changes (special resolutions): The AoA changes require a majority of 75% of votes to pass, and only normal members can vote.
  • Voting for Membership Fee Waiver program change: This is not an AoA change and only requires a 50% majority, and normal as well as associate members can vote.

Related: Election to board (OSM wiki)

Communicating the Annual General Meeting / election cycle in advance using the "announce" e-mail list

The Annual General Meeting / election announcements are usually made in the following order:
  • Unofficial announcement of date and other information on the membership mailing list, with links to the OSM wiki and the OSMF website.
  • Emails to members whose memberships have ended less than one year before the AGM or will end before the AGM.
  • Official notice sent to member email addresses, around one month prior to the AGM.
  • Emails to members who are not eligible to vote (when voting starts).

Suggestion to add a step before the official notice, with an email to the "announce" e-mail list.

Lead: Joost

Potential registration with Benevity to receive donations

We received an automatic email, suggesting registration of OSMF at the Benevity Causes Portal to qualify for donations and real-time corporate matching funds from various companies.
  • Would require annual self-certification against common eligibility requirements to qualify for inclusion in companies giving or matching programs.

Points mentioned during email discussion:

Might not worth it. Options if we go ahead:

  • Check availability of scheme for non-charities.
  • Become a charity. Complex step that would lead to more strict financial reporting requirements and also have operational effects on what we can do with our money.
  • Try to attain 501(c)(3) equivalency in the US. Would require some work to get done (and might or might not work).
  • Suggestion that funds could be redirected to local chapters.
Lead: Heather

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. Overview.

AB related updates and board discussions:
2019 Jan, Mar, Jun, Jul, Aug, Oct

2018 Jan, Feb, Mar, Apr, May, Jun, Jul, Aug, Sep, Oct, Dec
2017 Jan, Feb, Mar, Apr, May (F2F), Oct

Lead: Heather

Any other business

Guest comments or questions

Next meeting

  • The next meeting is the AGM.
  • There is a suggestion for the first meeting of the new board to be just after the AGM.
  • The recurring date and time is likely to change, after the new board gets elected.

Monthly board meetings used to take place online on the 3rd Wednesday of the month, at 19:00 London time, unless rescheduled.

Acronyms