Difference between revisions of "Board/Minutes/2019-12"

From OpenStreetMap Foundation
(+ Results for Res32 "Approve financial hardship fee waiver 2019112410000032" (accepted) and Res33 "Grant Barclays Simple Servicing Authority to Michelle Heydon" (accepted). Added Res35 "Approve financial hardship fee waiver 2019120310000043")
(+ Res36 "Approve financial hardship fee waiver 2019120310000212")
 
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Latest revision as of 20:39, 4 December 2019

Draft page.

Location: Channel "OSMF Board of Directors (Public)" on Mumble.

Participants

Board members

New link to biographies to be added.

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

2019/Res30 Approve financial hardship fee waiver 2019111410000015

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

Accepted 2019-11-21 with 5 votes in favour: Mikel Maron, Tobias Knerr, Paul Norman, Kate Chapman, Heather Leson.
1 not voted: Joost Schouppe
1 abstained: Frederik Ramm (Abstain because of doubts about the quality of map contributions)

2019/Res31 Approve relaunch of LCWG as LCCWG with new mission statement

Full text received from proposed Working Group:

The OpenStreetMap Foundation is an international non-profit organisation supporting but not controlling the OpenStreetMap project. It is dedicated to encouraging the growth, development and distribution of free geospatial data and to providing geospatial data for anybody to use and share.

Whilst the Foundation has a global mission it recognises that it may not always be best placed to reach everybody, especially people speaking languages other than English. As such the Foundation has established a Local Chapters affiliation scheme.

OpenStreetMap Foundation Local Chapters are non-profit organisations which operate in a specific geographical region or represent a specific topic. They support the aims of the OpenStreetMap Foundation.

The Local Chapters Working Group was initially created to set up the affiliation scheme. Now that the first several Local Chapters are up and running, some interested OSMF members have reconvened the working group and updated its mission as set out below.

Purpose

The purpose of the Local Chapters (and Communities) Working Group (LCCWG) is to:

  • encourage the growth of local communities
  • help set local communities on a path to becoming a Local Chapter

Term

This Terms of Reference is effective from October 2019. Given the wide extent of our purpose, we will agree and update the scope annually (in line with OSMF’s annual budget development). This is to provide clarity on the areas in which we intend to focus.

Scope: 2019

The focus for 2019 is three-fold:

1. Building local community cohesion
We will explore and develop ideas for the Foundation support the growth of Local Chapters and local communities, including helping mappers communicate or meet up with other local mappers, and working to reduce the challenges created by the fragmented nature of OSM.

2. Facilitating a global exchange of ideas
We will aim to provide Local Chapters and local communities with venues and communication channels to exchange ideas and share best practices in growing their communities. This may include reviving/managing the local-chapters mailing list and organizing sessions like the Local Chapters Congress during State of the Map or other events.

3. Improving the Local Chapters affiliation scheme
We will review the role of Local Chapters within the Foundation and the interactions between them. Based on our findings we will make recommendations to the Board as to how the affiliation scheme can be improved to provide a stronger case for local communities to eventually become Local Chapters, or possibly suggest creating new affiliation models such as less-formal user groups.

Membership of the LCWG

There is currently no limit to the number of members or the length of a member’s term. To avoid over dominance by any particular group, existing local communities are advised to coordinate their participation. Our suggestion is that these groups nominate up to two representatives.

The membership list of this working group will be publicly available and will include the members’ name and the name(s) of the community that they represent.

Election of new members: To be confirmed. It is not necessary to represent a current official Local Chapter to become a member.

Logistics

The tools that the working group will use in order to conduct its business will be provided by the Foundation.

Meetings will be held and chaired by a member of the working group (as agreed by the members). Meetings will be held remotely via Mumble unless otherwise specified within the meeting announcement.

Members shall be notified about meetings at least 5 days in advance of each meeting. It is recommended that the announcement include an agenda. This will provide time for members to gather input from their local communities.

The working group is responsible for reporting its activities to the OpenStreetMap Foundation Board of Directors. The simplest way to do this is to keep meeting minutes in a location that is accessible to the Board.

Accepted 2019-12-01 with 4 votes in favour: Mikel Maron, Heather Leson, Kate Chapman, Joost Schouppe.
1 not voted: Frederik Ramm.
2 abstained: Paul Norman, Tobias Knerr.

2019/Res32 Approve financial hardship fee waiver 2019112410000032

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

Accepted 2019-12-03 with 5 votes in favour: Mikel Maron, Tobias Knerr, Heather Leson, Paul Norman, Joost Schouppe.
2 not voted: Kate Chapman, Frederik Ramm.

2019/Res33 Grant Barclays Simple Servicing Authority to Michelle Heydon

The board grants Michelle Heydon* a "Simple Servicing Authority" to discuss financial matters regarding to our Barclays Bank accounts with the bank. The form has been emailed to board members by Frederik**. It does not allow Michelle to access or transfer funds.

Unanimously accepted 2019-12-03 with 7 votes in favour: Frederik Ramm, Tobias Knerr, Heather Leson, Mikel Maron, Joost Schouppe, Kate Chapman, Paul Norman.

* Michelle Heydon is an accountant and one of the two external consultants that OpenStreetMap Foundation has (the other one being the administrative assistant).
* Frederik Ramm (current OSMF Treasurer)

2019/Res34 Also send an unofficial announcement to the announce mailing list

In the current election cycle communications, this is the chronology:

Unofficial announcement of date and other information on the membership mailing list (OSMF-talk), 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).

Not all our members are part of OSMF-talk. Some members might treat it with lower priority, because it can be high volume at times. These people might hear the details of the election only when the official notice has been sent out. However, by that time they might have missed some chances to participate in the election cycle (like teh Candidates questions or being a candidate).

We created the Announce mailing list to communicate important stuff more visibly to our membership. Since AGM/elections are important, I propose to also send the unofficial announcement to the announce list.

Voting closes on 2019-12-09

2019/Res35 Approve financial hardship fee waiver 2019120310000043

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

Voting closes on '2019-12-11

2019/Res36 Approve financial hardship fee waiver 2019120310000212

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

Voting closes on '2019-12-11

Previous action items

Action items updates

Topics to be added

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

Pending - the recurring date and time is likely to change, after the new board gets elected.

Monthly board meetings take place online once a month.

Acronyms