Board/Minutes/2023-11

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Date and time: Thursday, 30 November 2023 at 20:00 UTC
Minutes approved by the board on 2024-01-25.

Please note that the individual points mentioned below usually reflect the opinion of one or more board members and not necessarily of the whole board. Official board decisions are taken during the meetings or by voting using circulars, and votes are listed in the minutes.

The topics of the agenda got locked one week before the meeting.

Location: Video room https://osmvideo.cloud68.co/user/dor-2cd-qah-rim
using BigBlueButton.

Acronyms

Participants

Board members

["talk" time*] Name (role, notes)

  • [03'] Craig Allan
  • [18'] Guillaume Rischard (Chairing)
  • [02'] Mateusz Konieczny
  • [16'] Mikel Maron
  • [07'] Roland Olbricht (joined 13' after start)
  • [04'] Sarah Hoffmann

*Includes time when the microphone was activated due to noise.

Not Present

  • Arnalie Vicario

Officers and board
Biographies

Minutes by Dorothea Kazazi.

Guests

  • 10 guests, including Marc Farra (presenter)

Open to all OSMF members.

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.

Administrative

Previous minutes

Circular Resolutions

2023/Res40 Approve application for OSMF-sponsored travel by Mateusz Konieczny

2023/Res41 Approve active contributor membership application #2023110710000048

The Board currently decides on active contributor membership applications based on non-mapping contributions on a case-by-case basis.

Approved on 2023-11-23 with 6 votes in favour: Mikel Maron, Roland Olbricht, Mateusz Konieczny, Sarah Hoffmann, Arnalie Vicario, Craig Allan.
1 did not vote: Guillaume Rischard.

Application initially processed by the Membership Working Group.

2023/Res42 Update Board Rules of Order, Means of Communication

Goals:

  1. Make explicit expectations on communicated lack of availability, or inability to complete commitment. This is blameless, but we agree to only expect clear communication if we are unable to make a meeting, or finish an action.
  2. Update point 1 to include GitLab, and also acknowledge the chat as an important but not essential channel.
  3. Rename section to "Communication", since it covers both means of communication and communication expectations.

New text:
Communication

  • All important internal board communication should take place either during board meetings (see next section), or on GitLab and the board email list. IRC chat is also an important, but ephemeral channel for participation
  • Board internal communications are private and accessible only to board members, but third parties can be invited into these channels by a board decision.
  • Board members are expected to clearly and proactively communicate lack of availability over a period of time, or inability to complete a previously made commitment.

Approved on 2023-11-23 with 7 votes in favour: Mikel Maron, Guillaume Rischard, Roland Olbricht, Sarah Hoffmann, Arnalie Vicario, Craig Allan (Good enough for my yes vote. But IRC is unclear. Is IRC suitable for important communication?), Mateusz Konieczny (this updates https://osmfoundation.org/wiki/Board_Rules_of_Order#5._Means_of_Communication).

Circular by Mikel Maron.

2023/Res43 Update OSMF mission and scope

As part of the OSMF Strategy, we review the mission statement and scope from time to time. On review, we don't need a full overhaul, but a little structure, copy editing, and careful inclusion of new scope. Goal is to make it more readable , and inclusive of expanded areas of OSMF responsibility. The text has gone through rounds of review with the Board and Community.

The updated text of the Mission and Scope is at https://hackmd.io/0S4Zu6ThTrqW8ajt7fTNrA?view 1. Version marked "Version for Circular" on Thu, Nov 16, 2023 11:51 AM

Approved on 2023-11-23 with 7 votes in favour: Mikel Maron, Guillaume Rischard, Roland Olbricht, Sarah Hoffmann, Arnalie Vicario, Mateusz Konieczny, Craig Allan (Comprehensive and accurate).

Circular by Mikel Maron.

1 Text on the OSMF website.

2023/Res44 Allow automated account creation Map Builder until July 1, 2023

Microsoft is working on implementing SSO on osm.org to support seamless sign up for Map Builder users and others. In the mean time, they want to continue use of Map Builder using prior approach of an automatically generated account. After discussion with the DWG and the Board, and expression of concerns with the proxy user approach, we determined that a limited time and non renewable exemption to allow automated account creation should be put up to a vote.

To address any issues arising with data coming via Map Builder, Microsoft will be expected to be responsive and proactive to any issues raised by the DWG. The OSMF reserves the right to stop account creation if excessive problems arise. Also, given recent increased vandalism, there are additional measures being consider to protect against malicious automated account creation, and that might impact the exemption made for MapBuilder.

The Microsoft team can work with the OWG on how to implement the exemption. Note the OWG timeline to assist also depends on their availability and priorities.

Unanimously approved on 2023-11-28 with 7 votes in favour: Mikel Maron, Guillaume Rischard, Mateusz Konieczny, Arnalie Vicario, Craig Allan, Roland Olbricht (I presume that the actual end date is July 1, 2024?), Sarah Hoffmann (Also agreeing under the assumption of an end date of July 1, 2024.).

Circular by Mikel Maron.

Action item updates

Public board action items - About
Filter by assignee Arnalie Craig Guillaume Mateusz Mikel Roland Sarah Not assigned
Filter by milestone
2023 Q1
2023 Q2
2023 Q3
2023 Q4
Completion time not specified
Filter by label Example: any label # labels here (non-clickable)

Arnalie Vicario

https://gitlab.com/osmfoundation/board-action-items/-/issues/?sort=updated_desc&state=opened&assignee_username%5B%5D=arnalie_osmf&first_page_size=20

Absent.

Craig Allan

https://gitlab.com/osmfoundation/board-action-items/-/issues/?sort=updated_desc&state=opened&assignee_username%5B%5D=craigAllan&first_page_size=20

OSMF presentation at SotM Africa 2023

Preparing for SotM Africa 2023 presentation about OSMF.

Guillaume Rischard

https://gitlab.com/osmfoundation/board-action-items/-/issues/?sort=updated_desc&state=opened&assignee_username%5B%5D=grischard&first_page_size=20

Senior Site Reliability engineer

Had talks with Grant Slater (SSRE), together with Sarah Hoffmann.

Vector Tiles

  • Vector tiles have been passed-on to the EWG, since they have a budget.
  • Exciting progress has been made.
  • Paul Norman is going to work with EWG on this.

Imagery

  • Working with Grant Slater on ways to provide imagery more easily to editors.

Attribution

  • We now have an open issue tracker for websites that use tiles from tile.openstreetmap.org without attribution.
  • This will facilitate enforcing attribution in a lighter way, without having to go to the LWG.

Thanks to Mateusz for his work on this.

Mateusz Konieczny

https://gitlab.com/osmfoundation/board-action-items/-/issues/?sort=updated_desc&state=opened&assignee_username%5B%5D=matkoniecz&first_page_size=20

Maxar

  • Sharing information on the Maxar situation with the community.

Attribution

  • Work on attribution related tasks.

SotM 2024

Mikel Maron

https://gitlab.com/osmfoundation/board-action-items/-/issues/?sort=updated_desc&state=opened&assignee_username%5B%5D=mikelmaron&first_page_size=20

OSMF tax obligations

  • The action item on OSMF tax obligations for receiving donations was reassigned to the Treasurer.

Third quarterly post from OSMF board

  • Another member of the Board needs to take over.

HOT trademark agreement

See the "any other business" section of the meeting.

Roland Olbricht

https://gitlab.com/osmfoundation/board-action-items/-/issues/?sort=updated_desc&state=opened&assignee_username%5B%5D=drolbr_osmfboard&first_page_size=20

Absent.

Sarah Hoffmann

https://gitlab.com/osmfoundation/board-action-items/-/issues/?sort=updated_desc&state=opened&assignee_username%5B%5D=lonvia&first_page_size=20

EU registration

  • No significant updates.
  • Cost estimations pending from legal firms Agio and Bird&Bird.

EWG and developer community meetings

  • There were talks between EWG and developers during SotM Europe 2023 and the action item can be closed.

Secretary's report

Inquiries

  • Request to sign a data privacy agreement from an educational entity - denied.
  • Request from a researcher at University College of London, who is putting together a research proposal and wanted to include support to the OSMF.
    • Clarifications are needed regarding obligations.
  • 2 Corporate Membership enquiries.

MapBuilder

  • Communications with them on how to handle their request.
    • Comment that the OWG noted that the website does not support whitelisting yet (Tom Hughes to look into it).

Local chapter applications

Gambia

  • The Gambia application continues to move with the support of the LCCWG.

Belgium

  • OSM Belgium has completed the registration of their new entity.
    • They have also repaid the loan ahead of time, which warrants a public mention.
    • There will be a need to figure out a process for a local chapter.
  • Loan by OSMF: OSM Belgium has repaid the loan ahead of time.
  • SotM Europe 2023: OSMF to get a financial report about it.

Advisory board meeting

  • The first advisory board meeting to welcome Bronze and Silver corporate members.
  • Stadia Maps provided their perspective on OSM and where they think that OSMF could be a benefit to their work, the community and the overall ecosystem:
    • Expansion of the mapper and user base, with support for more kinds of editors.
    • They outlined the mutual interest of the OSM succeeding and in turn businesses leveraging its data benefiting from that as well.
  • Update on election and what to expect.
  • SotM Europe 2023 review - appreciation about board AMA and conference.
  • Discussion on recent vandalism and approaches that companies use to deal with that.
    • Desire for OSMF to create a space to work on this issue collectively.

Roland joined ~ 13' after start of the meeting.

Treasurer's report

  • Plan to continue with the monthly financial reports.
  • Expenses do not succeed the expectations.

No financial problems.

  • List of Corporate Members who are overdue has been shared with the board.

Treasurer's role

Need to restructure the treasurer's role.

The finance committee had a meeting about Treasurer's job:

  • could delegate to a person or group
  • would benefit from another person involved with accounting to make clear where working groups are spending money.
  • plan to spread Treasurer sub-tasks more widely.

Roland will make suggestions for changes after reviewing the year.

Fundraising campaign

  • The fundraising campaign has exceeded our expenses - might close the year with near zero or small surplus.

Mentioned during the discussion

  • It's time to outsource some of the treasurer's tasks.
  • The Treasurer's role is not mentioned in the OSMF's articles of association.
  • How the Treasurer's role gets structured is up to the board.
  • Harrison Devine (OSM US mapper with background in nonprofit accounting in New York) has offered to assist.
    • Guillaume Rischard and Michelle Heydon (OSMF accountant) had a meeting with him two weeks ago.

Goals

  • More transparency of Treasurer's tasks to the board.
  • Profit from professional help to build trust with potential donors and mappers.
    • Harrison can help here.
  • Review of work task redistribution in order to avoid "double work".
    • A lot of time spent on procurement systems - maybe delegate some work to Dorothea.

Update to OSMF Mission and Scope statement

See circular 2023/Res43 Update OSMF mission and scope.

Board rules of order update

See circular 2023/Res42 Update Board Rules of Order, Means of Communication

Update on Sovereign Tech Fund application

Current state

  • There is a general issue with the German government finances which may cause delays.
  • Expected processing time (without delays): it will take at least 1/2 year, based on discussions that Sarah had with people who had gone through the process.
  • Uptick on contributions for the website, including high quality contributions from Microsoft.
  • Still need maintainers and someone to do management of people.

Discussion on how to proceed

Wait or invest OSMF money to have a project manager sooner?

  • Getting more project maintainers is paramount and OSMF should actively encourage this.
  • There is a need for more management personnel and this should be pursued.
  • Good investment.
  • We would be able to fundraise for it.

Suggestions

  • Get input from Andy because he is most impacted by the shortage of maintainers.
  • Get a part-time project manager (work 1-2 days a week).
  • Have this discussion under the executive director discussion.
    • Better to not mix the two discussions.
  • Make the role description clear first, to set the expectations right.

Monthly presentation - Development Seed

Presentation by Marc Farra.

Question by Guillaume Rischard

How do we get stuff like these in the OSM website?

  • Ideally, OSM teams should be part of the OSM API, and it should be organisations and groups added from the OSM API.
  • The team had certain requirements to integrate different apps in the ecosystem and built it as a prototype.
  • The requirements might not be approved by OSMF.
  • What should (not) be part of the OSM API is part of a larger discussion, e.g. if it should be targeted towards mapping and editing with minimal features so that we can maintain it or whether it should contain group management, user metadata management, security policies for users per tag.

Comment by Roland Olbricht

It would make sense to give OSM Teams visibility on the website, but as we are in a process of modularization of the API, it will probably be an independent module.

Any other business

Agreement with HOT

Motion: The OSMF agrees to terms of trademark use by HOT in the MoU at https://hackmd.io/gdJ5pbWhQLS-Pzdg_08p5g?both. Further, we accept HOT joining OSMF as a Silver Corporate Member, with potential transition to a higher level in the future if they are financially able.

HOT

  • Is transitioning away from Audacious fund.
  • Is focusing again on fundraising.
  • They want to be able to increase their corporate membership level in the future.

Suggestions

  • Consult the community before voting on the agreement.
    • We could do one to see if there's anything that we've missed.
    • It's uncertain whether the community understands the years of consultation that have gone into the agreement and whether the board can convey that adequately.
    • Should highlight to the community that we have looked at the agreement at great length.
  • Update agreement and include commitment to proper quality of data created and edited as part of organised activities, as there are concerns and past issues. While the situation is improving and these issues are in the past, it would make sense to include something like this.
    • The topic of quality has come up in past discussions with HOT - there is a clause about editing guidelines "HOT will follow OSM & OSMF rules for editing, such as the Imports Guidelines and Organised Editing Guidelines."
    • As the HOT board is ok with this version of the agreement, it is preferable to not make further changes to it.
  • Define the reference document for the "mission" mentioned in the agreement.
    • There's a link in the board GitLab repository, pointing to the direction of HOT's work.
  • Could add a clause for three months notice to cancel, which we could use if we want to reconstitute the agreement in the EU.

Further comments

  • Enquiry whether we really want to bind OSMF to English law, keeping in mind that we want to move to the European Union.
    • All of our agreements are based off of under UK law.
    • If we move to the EU, we'll either have to redo all agreements, or will continue the corporate presence in the UK to keep them.

On exclusivity of OSM marks

  • Initially HOT was interested in exclusivity.
  • With this agreement we can licence the "humanitarian OpenStreetMap Team" trademark to others. In exchange Tyler suggested a franchise fee.
    • HOT's Executive Director has changed from Tyler Radford to Rebecca Firth.
    • No longer interest in exclusivity.
    • The franchise option was discussed, not relevant at the moment.

Vote: Approve HOT Memorandum of Understanding

The OSMF agrees to terms of trademark use by HOT in the Memorandum of Understanding at https://hackmd.io/gdJ5pbWhQLS-Pzdg_08p5g?both. Further, we accept HOT joining OSMF as a Silver Corporate Member, with potential transition to a higher level in the future if they are financially able.

Approved on 2023-11-30 with 4 votes in favour: Craig Allan, Mikel Maron, Roland Olbricht, Sarah Hoffmann.
2 abstained: Guillaume Rischard (it should go to community), Mateusz Konieczny (getting the commitment to data quality should be there [in the agreement], but I have not raised it sufficiently early. So I will not vote against based on this. I'm not really sure about community consultations in this case, but not enough to be against.).
1 did not vote: Arnalie Vicario (absent)

Motion by Mikel Maron.

Thanks to Mikel Maron

  • Each of the members of the board expressed their appreciation of the various ways in which Mikel Maron has contributed as a board member.

Guest comments or questions

None.

Next meetings

Open board meetings take place online monthly: currently on the last Thursday of the month.

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. The dates of public board meetings are also added to https://osmcal.org/

Closed session - Supplier Code of Conduct attestation

This discussion was closed to observers.

Meeting adjourned after 1 hour and 36 minutes.

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