Board/Minutes/2024-05

Page for agenda and future draft minutes.

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

Date and time: Thursday 30 May, 13:30 UTC - Countdown

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

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Open to all OSM Foundation members. (Become a member of the Foundation, even for free if you are an active OSM contributor)

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Preliminaries

Welcome by Chair
Determination of quorum
- Members present:
- Members absent:
Apologies:

Administrative

Approval of previous minutes

2024-03-28

Circular Resolutions

2024/Res09 Approve active contributor membership application #2024031510000064

The Board currently decides on active contributor membership applications based on non-mapping contributions on a case-by-case basis.
Did not pass on 2024-03-30 with 4 votes against: - Mateusz Konieczny (Thanks for mapping! For purely mapping contribution there is an automatic qualification for 42 days of mapping within last year. This manual applications with a vote are rather for people who contribute in way other than mapping. If there are such significant contributions, I do not see them listed. I would encourage you to actively contribute by mapping and apply when 42 days of mapping are reached. Or submit a new application clearly listing them.). - Sarah Hoffmann (I agree with Mateusz' response.) - Craig Allan (The applicant mapped 5 days in the last year, so doesn't meet the 42 days rule. The requirement for other non-mapping contributors is for the applicant to explain how they taught or recruited or guided or organised other OSM mappers. We need to see how they did something to build and support the broad OSM community. I'd guess that the applicant has done a lot of good work, but just didn't provide the right information. I suggest they could gather that information and then re-apply.) - Roland Olbricht (I would agree with Craig. The information sounds like they instructed lots of mappers, but I have not been able to find any by following the provided links. Might profit from reapplication about who mapped in the end and how those people profited from the applicant's work.) 1 vote in favour: - Arnalie Vicario (References shared by the applicant shows his other contributions - from september 2023 up to this year, showing his eagerness to contribute and participate more in OSM activities.) 2 did not vote: - Daniela Waltersdorfer - Guillaume Rischard
Application initially processed by the Membership Working Group.

2024/Res10 Approve active contributor membership application #2024031310000193

The Board currently decides on active contributor membership applications based on non-mapping contributions on a case-by-case basis.
Did not pass on 2024-04-06 with 3 votes in favour: - Arnalie Vicario - Craig Allan (I support this application. It is clear from the provided documentation that the applicant is advancing the OSM movement in [Country].). - Sarah Hoffmann (An active member of OSM [Country].) 1 abstained: - Guillaume Rischard (I would like it if the applicant had mapped a bit more - four days over the past year doesn't seem like enough to deeply understand what the community is about.) 3 did not vote: - Daniela Waltersdorfer - Mateusz Konieczny - Roland Olbricht
Application initially processed by the Membership Working Group.

2024/Res11 Approve active contributor membership application #2024032610000016

The Board currently decides on active contributor membership applications based on non-mapping contributions on a case-by-case basis.
Approved on 2024-04-06 with 5 votes in favour: - Guillaume Rischard - Mateusz Konieczny - Arnalie Vicario - Sarah Hoffmann (Conference organisation is a busy job. Another [regional] SOTM would be great.) - Craig Allan (The application has great supporting documents. It was easy to see that the applicant is contributing to the OSM movement through non-mapping activities. A candidatura tem ótimos documentos de apoio. Foi fácil ver que o candidato está contribuindo para o movimento OSM por meio de atividades que não são de mapeamento.) 2 did not vote: - Daniela Waltersdorfer - Roland Olbricht
Application initially processed by the Membership Working Group.

2024/Res12 Meeting room for face-to-face board meeting

The board agrees to rent a meeting room at the Frankfurt Youth Hostel for two days of face-2-face meeting for 140EUR and catering including lunch for 400EUR.
Approved on 2024-04-08 with 5 votes in favour: - Roland Olbricht - Mateusz Konieczny - Sarah Hoffmann - Arnalie Vicario - Daniela Waltersdorfer (approved- DW) 2 did not vote: - Guillaume Rischard - Craig Allan
Circular by Sarah Hoffmann.

2024/Res13 Face-to-face board meeting 2024 - travel costs for Mateusz Konieczny

Relationship to OSMF: Board member Purpose of the travel: Participating in F2F board meeting meeting with OSMF board members present there building strategy for near and future meeting with community members, if there will be any interested Expected clear benefit to OSMF of the travel better communication between OSMF board members building strategy for coming months (and maybe longer) The points at which the journey begins and ends: Kraków - Frankfurt - Kraków Dates, times and events to be visited: Kraków 26 IV - Frankfurt - Kraków 29 XI The type of feedback to be provided on the return of the traveller/s: Publishing F2F summary. Is there support for the specific travel by the relevant management contact or voluntary OSMF structure? Please provide names “support by the relevant management contact or voluntary OSMF structure”: consulted with board members on OSMF board chat, F2F meeting was established to be planned over mail/issue tracker and in meetings. Per "Please provide names": board currently consists of: Arnalie Vicario, Craig Allan, Daniela Waltersdorfer, Guillaume Rischard, Mateusz Konieczny, Sarah Hoffmann, Roland Olbricht Other relevant information: Hotel, meeting room is covered separately. I considered bus and trains or some combination of them but they were either more expensive, requiring more changes, taking significantly more time almost at the same price and taking massively longer time If anyone see reasonable cheaper travel option please let me know. I checked train and bus tickets and indirect flights but found nothing reasonable. Flixbus would have travel time >16h (constrasted to about 3.5h total by plane), though at about 125 euro cost. Train travel as presented by DB website is 145 euro, with 2 transfers that seems risky, with total travel time about 14h for inbound direction. Azair found some combined flights for 100 euro but with total travel time longer than by bus - due to 10h wait time to change planes, 2 or 3 changes in both directions - with risk of ending standed in STN/TIA. (I am cheapskate and I would still select the same way of travelling if I would be covering everything from my own funds) Detailed, itemised estimate of the full costs of the travel: Kraków - Frankfurt flight - around 230 euro as of now (price may change, will reask if it will go above 290 euro) 14:05-> 15:45 (KRK to FRA) and return flight 11:40 -> 13:25 from Lufthansa seems the best right now. Frankfurt Flughafen to Frankfurt(Main)Hbf - 6.3 euro Frankfurt(Main)Hbf to Frankfurt Flughafen - 6.3 euro Expected total costs: 245 euro.
Voting closes on ~~2024-04-09~~ 2024-04-17 (extended by Mateusz).
Circular by Mateusz Konieczny. OSMF travel policy.

2024/Res14 Travel application by Dorothea Kazazi for 2024 face-to-face board meeting

Relationship to OSMF: Administrative Assistant - contractor: https://osmfoundation.org/wiki/Contractors_and_employees#Long_term Purpose of the travel: Participation in the April 2024 face-to-face board meeting. Expected clear benefit to OSMF of the travel: Documentation for board internal and external use. The points at which the journey begins and ends: <Redacted> Aegean island - Frankfurt - <Redacted> Aegean island Dates, times and events to be visited: Face-to-face board meeting: Saturday 27 and Sunday 28th of April 2024. The times of the meeting have not been finalised yet. The type of feedback to be provided on the return of the traveller/s: Decisions, action items, meeting notes. Is there support for the specific travel by the relevant management contact or voluntary OSMF structure? Please provide names Nine hotel rooms with free cancellation have been booked by the OSMF board separately (the other one is for the facilitator). The board currently consists of: Arnalie Vicario, Craig Allan, Daniela Waltersdorfer, Guillaume Rischard, Mateusz Konieczny, Sarah Hoffmann, Roland Olbricht https://osmfoundation.org/w/index.php?title=Board_Member_Bios&oldid=12253 Other relevant information: Cheaper flights at Skyscanner seemed to have at least one of the following: longer duration, need to be very early at the airport, overnight travel, self-transfer at the connecting airport (passing again through security and passport control during the connection) or being resold by unknown resellers. For flights being sold by resellers (such as the one listed below), in case of flight cancellationa or missed connections due to delay, the resellers' policies are relevant. Detailed, itemised estimate of the full costs of the travel: ~ 466 Euros for a return flight between an Aegean island and Frankfurt. Price as of now. 08:15 -> 13:25 (with one stop) and return flight 14:25 -> 21:20 (with one stop) from SkyExpress via Booking seems reasonable right now. 6.3 Euros - Metro ticket Frankfurt Flughafen to Frankfurt (Main) Hbf 6.3 Euros - Metro ticket Frankfurt (Main) Hbf to Frankfurt Flughafen Expected total costs: 478.6 Euros Screenshots from SkyScanner and the departure airport were supplied to the board.
Approved on 2024-04-11 with 6 votes in favour: - Roland Olbricht - Sarah Hoffmann - Arnalie Vicario - Daniela Waltersdorfer - Craig Allan (I agree. A perfect application.) - Mateusz Konieczny(I agree that this highly suspicious resellers are suspicious (1.5/5 star according to Skyscanner on their listing? 3/5?) and better to avoid them. And two remaining offer no real price decrease. If prices change slightly I approve also increased flight cost. (to others - please vote quickly!) 1 did not vote: - Guillaume Rischard
Circular by Dorothea Kazazi. OSMF travel policy.

2024/Res15 Dani's airfare expenses for F2F meeting - seeking Board approval

Relationship to OSMF: Board member Purpose of the travel: Participating in F2F board meeting. meeting with OSMF board members present there building strategy for near and future meeting with community members, if there will be any interested Expected clear benefit to OSMF of the travel: better communication between OSMF board members building strategy for coming months (and maybe longer) The points at which the journey begins and ends: Dates, times and events to be visited: Washington,D.C. (USA) April 25th - Frankfurt, Germany - Washington, D.C. (USA) April 29th. The type of feedback to be provided on the return of the traveller/s: Publishing F2F summary. Is there support for the specific travel by the relevant management contact or voluntary OSMF structure? Please provide names “support by the relevant management contact or voluntary OSMF structure”: consulted with board members on OSMF board chat, F2F meeting was established to be planned over mail/issue tracker and in meetings Per "Please provide names": board currently consists of: Arnalie Vicario, Craig Allan, Daniela Waltersdorfer, Guillaume Rischard, Mateusz Konieczny, Sarah Hoffmann, Roland Olbricht Other relevant information: There are flights that were a bit more affordable but were over 13 hours of travel with many layovers. I unfortunately do not have the privilege and opportunity to take additional days off from my day-to-day job. I will be flying Thursday night (April 25th) and arriving Friday April 26th. Prices according to Expedia for flights leaving DCA to FRA on Thursday evening are ranging from $1377- $1600. www.expedia.com link. Depending on the time of the flight, I can take the metro or a Lyft/Uber. Metro rides to the airport. Metrorail fares are variable depending on time-of-day and distance traveled, ranging from $2-6. If, however, if I have to take a car it would be $20-35, depending on when it is ordered. Detailed, itemised estimate of the full costs of the travel: Expected total costs: I would estimate the total costs of travel should be 1,550 EUROS* maximum if booked as soon as possible. Including costs to and from airport- for when arriving in Frankfurt.
Approved on 2024-04-11 with 5 votes in favour: - Roland Olbricht - Sarah Hoffmann - Arnalie Vicario - Craig Allan (Agree) - Mateusz Konieczny (April 8 - confirmed) 1 abstained: - Daniela Waltersdorfer 1 did not vote: - Guillaume Rischard
Circular by Dani Waltersdorfer. OSMF travel policy.

2024/Res16 F2F meeting - approve travel cost (including visa process) for Arnalie Vicario

Relationship to OSMF: Board member Purpose of the travel: Participating in F2F board meeting. meeting with OSMF board members present there building strategy for near and future meeting with community members, if there will be any interested Expected clear benefit to OSMF of the travel: better communication between OSMF board members building strategy for coming months (and maybe longer) The points at which the journey begins and ends: Bangkok Thailand to Frankfurt Frankfurt to Manila, Philippines Dates, times and events to be visited: Bangkok Thailand to Frankfurt - 26 April 2024 Frankfurt to Manila, Philippines - 30 April 2024 The type of feedback to be provided on the return of the traveller/s: Publishing F2F summary. Is there support for the specific travel by the relevant management contact or voluntary OSMF structure? Please provide names “support by the relevant management contact or voluntary OSMF structure”: consulted with board members on OSMF board chat, F2F meeting was established to be planned over mail/issue tracker and in meetings Per "Please provide names": board currently consists of: Arnalie Vicario, Craig Allan, Daniela Waltersdorfer, Guillaume Rischard, Mateusz Konieczny, Sarah Hoffmann, Roland Olbricht Other relevant information: Hotel, meeting room is covered separately Visa application and processing to be reimbursed as it is already purchases Detailed, itemised estimate of the full costs of the travel: A. Visa application and processing (reimbursement) German visa fee - 4,870 PhP German visa VFS fee - 1,635 PhP Travel Insurance (requirement by German Embassy) - 1,835.28 PhP Transportation from home to visa center, and back - 550 PhP Photo capture (requirement by German Embassy) - 180 PhP Visa Application Locker - 95 PhP total: 9,165.28 PhP in euros: 149.48 euros B. Travel costs (plane and local transport) Local Transport: Home to Airport and back ~ 2,000 PhP (32.62 euros) Local Transport: Airport to Frankfurt, Frankfurt to Airport ~ 50 euros (unsure) Plane rides: Bangkok to Frankfurt (via Thai Airways, direct and fastest 11.5 hours) - 24,460 THB (~614.56) Frankfurt to Manila (via Cathay Pacific, most tolerable/fastest 15.5hours) - 589.75 euros total: 1,286.93 euros Expected total costs (visa + travel costs) : 1436.21 euros (1,500 euros max if booked right away)
Approved on 2024-04-12 with 5 votes in favour: - Roland Olbricht - Sarah Hoffmann - Daniela Waltersdorfer - Mateusz Konieczny - Craig Allan (Yes. Agree, Mine has much the same elements. Visa application costs, Compulsory health insurance, Photos, Airfare. I will wait to see if it is successful before claiming the costs.) 1 abstained: - Arnalie Vicario 1 did not vote: - Guillaume Rischard
Circular by Arnalie Vicario. OSMF travel policy.

2024/Res17 Draft Articles of Association (AoA) and asset transfer to a Belgian AoA

The board mandates Agio to prepare the necessary steps for moving the OSMF into Belgium as a AISBL non-profit organisation. They set up the asset transfer with transfer agreement and will write up draft AoA. Both are to be presented to the OSMF membership at the Annual General Meeting. Estimated costs are GBP 20.000.
Voting closes on 2024-04-16.
Circular by Sarah Hoffmann.

2024/Res18 F2F travel costs Guillaume

Relationship to OSMF: Board chair Purpose of the travel: F2F board meeting Expected clear benefit to OSMF of the travel: F2F board meeting The points at which the journey begins and ends: NYC to Frankfurt and back Dates, times and events to be visited: April 25th-28th f2f board meeting The type of feedback to be provided on the return of the traveller/s: n/a Is there support for the specific travel by the relevant management contact or voluntary OSMF structure? Please provide names: board Other relevant information: n/a Detailed, itemised estimate of the full costs of the travel: Flight: $900 Transportation to/from airport: $100
Approved on 2024-04-16 with 6 votes in favour: Sarah Hoffmann, Daniela Waltersdorfer, Roland Olbricht, Mateusz Konieczny, Craig Allan (Very nice. Point by point through the policy. How could I not support that. Though we should plan to have a report to the members after the meeting.), Arnalie Vicario (Agree with Craig. Communication, ie in form of a report, to members/community shall be made by the board.). 1 did not vote: - Guillaume Rischard
Circular by Guillaume Rischard. OSMF travel policy.

2024/Res19 OSMF to compensate the travel and accommodation expenses of Gunner (Aspiration Tech) and pay $4,000 for facilitating the April 2024 face-to-face board meeting in Frankfurt

OSMF to compensate the travel and accommodation expenses of Gunner (Aspiration Tech) and pay $4,000 for facilitating the April 2024 face-to-face board meeting in Frankfurt.
Approved on 2024-04-18 with 5 votes in favour: Roland Olbricht, Mateusz Konieczny, Sarah Hoffmann, Arnalie Vicario, Craig Allan. 2 did not vote: - Daniela Waltersdorfer - Guillaume Rischard

2024/Res20 Approve active contributor membership application #2024040310000218

The Board currently decides on active contributor membership applications based on non-mapping contributions on a case-by-case basis.
Approved on 2024-04-19 with 5 votes in favour: - Mateusz Konieczny - Roland Olbricht - Craig Allan (Active organiser and 30+ mapping days. Supported.) - Sarah Hoffmann (Organising conferences squarely falls under the community engagement we want to support.) - Arnalie Vicario ([Name] is an emerging [gender] leader in [country] - part of [organisation] and now running [their] own initiative in promoting open geospatial data to combat [issue]. https://twitter.com/redacted_username [Name] is also an active OSMF membership campaign ambassador.) 2 did not vote: - Daniela Waltersdorfer - Guillaume Rischard
Application initially processed by the Membership Working Group.

2024/Res21 Approve active contributor membership application #2024032710000185

The Board currently decides on active contributor membership applications based on non-mapping contributions on a case-by-case basis.
Did not pass on 2024-04-20 with 2 votes against: - Roland Olbricht (No mapping at all. Also no other outstanding activity.) - Sarah Hoffmann (Some more references would indeed be helpful. SOTM [Country] doesn't have a listing in the conference committee.) 2 abstained: - Daniela Waltersdorfer (could we ask more information?) - Craig Allan (I won't vote on this yet. I would like the applicant to add to the application more detail of the applicant's recent (since May 2023) work. In particular, some further details of what was done by the applicant to assist with the [City] meeting with the [redacted] Association. Also, I see the applicant has never mapped. Not once. While it is not required for this class of membership, it does help the application to see some small mapping contribution. ) 3 did not vote: - Mateusz Konieczny - Arnalie Vicario - Guillaume Rischard
Application initially processed by the Membership Working Group.

Action item updates

Public board action items - About
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Secretary's report

Background

Topic presented by Craig Allan.

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.

FOSS Policy has outdated info

Topic suggested by Mateusz Konieczny.

SotM quick license - adjust requirement of providing samples or mock-up of slides, posters, flyers

Proposal to modify the SotM quick licence page and the licence template. Specifically, to change:'' "Quality Control: You will provide samples or mock-up of flyers, posters, slide presentations, screenshots of digital correspondence when you email this licence to the OSMF. You agree to promptly respond to the OSMF’s requests for additional information or to an inspection of your use." to "Quality Control: You agree to promptly provide samples or mock-up of flyers, posters, slide presentations, screenshots of digital correspondence, or other conference materials using the OSMF Marks upon request by OSMF. You also agree to update usage of the OSMF Marks upon OSMF's reasonable request. You agree to promptly respond to the OSMF’s requests for additional information or to an inspection of your use." Mateusz has asked and received feedback from the LWG.
Topic suggested by Mateusz Konieczny.

Monthly presentation

Previous presentations and about this section

See Monthly_Board_Meetings/Presentations.

10 minute presentation. 5 minutes questions and comments.

Any other business

Guest comments or questions

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