Board/Minutes/2020-10-S2S/Action items

Draft - might be modified. .

Action items

Board

• to approve budget (Topic: 2021 budget)
• to set post-election timeline (Topic: Plenary, board transparency)
• action items from: (Topic: Plenary, board transparency)

Allan

• to start online document with questions to the Data Working Group (DWG) about what their implementation could look like with intention to send in 1 week (Topic: Creating software dispute resolution panel: who and how)
• to send reminder to Licensing Working Group (LWG) about waiting for the signed non-disclosure agreements (NDAs) to share OSMF pro-bono lawyer's feedback. (Topic: Make progress on attribution guidelines and enforcement)
• work with Rory on communicating the Articles of Association (AoA) change ideas to the membership (Topic: Articles of association: Evaluate membership pre-requisites, identify any needed changes/updates)
• to circulate outline to rest of board members regarding strategic plan and drive forward the topic (which would then serve fundraising asks in 2021) (Topics: OSMF fundraising and Wrap-up session)

Guillaume

• with Paul to spend a maximum of three hours talking to lawyers (Topic: Legal team and Brexit implications - resolve how to respond)
• to draft new copy of personnel committee charter (Topic: Managing staff: what questions need to be resolved)
• to send an updated version of the budget spreadsheet/specific tabs to Dorothea for publishing. (Topic: 2021 budget)
• to ask Working Groups (WGs) if they want to update their [budget] numbers. (Topic: 2021 budget)
• with help of Allan/Gunner (screen-to-screen facilitator)/Communication Working Group (CWG) to announce ahead of time that we're going to look at a budget (Topic: 2021 budget)
• with Michelle (OSMF accountant) to consider breaking up State of the Map [numbers] by year (Topic: 2021 budget)
• to work with Rory on writing the goals of a "supporting" membership to send to OSMF pro-bono lawyer [for feedback] (Topic: Articles of association: Evaluate membership pre-requisites, identify any needed changes/updates)
• with Mikel to work on plan on how the money will be collected. (Topic: OSMF fundraising)
• with Paul to put explanation of the board attribution changes in writing and explain that the board won't provide a red-lined version. (Topic: Make progress on attribution guidelines and enforcement)

Joost

• to develop numbers on country breakdown in current membership, vs prior year and vs country level participation (Topic: Improving member and volunteer recruiting)

Mikel

• to write draft about Operations Working Group (OWG) and work with Paul (Topic: Improving member and volunteer recruiting)
• to extend "donate time" project to companies (Topic: Improving member and volunteer recruiting)
• with help of Rory and Allan to revitalise the Diversity and Inclusion Special Committee (Topic: Wrap-up session)

Paul

• with Guillaume to spend a maximum of three hours talking to lawyers (Topic: Legal team and Brexit implications - resolve how to respond)
• to create version of board Conflict of Interest (CoI) to be applicable to Working Groups (WGs) (Topic: Develop plan for conflict of interest on Working Groups)
• with Guillaume to put explanation of the board attribution changes in writing and explain that the board won't provide a red-lined version. (Topic: Make progress on attribution guidelines and enforcement)
• to collaborate with Tobias on emailing Licensing Working Group (LWG) regarding the tile licence attribution and rewrite specific part of copyright statement. (Topic: Make progress on attribution guidelines and enforcement)
• to take to email Reddit "Ask me Anything" (Topic: Wrap-up session)

Rory

• to reply to OSMF pro-bono lawyer's email on attribution guidelines. (Topic: Make progress on attribution guidelines and enforcement)
• to ask OSMF pro-bono lawyer if we can waive fee for membership without needing an Articles of Association (AoA) change (Topic: Articles of association: Evaluate membership pre-requisites, identify any needed changes/updates)
• to ask OSMF pro-bono lawyer for wording for some of these changes (Topic: Articles of association: Evaluate membership pre-requisites, identify any needed changes/updates)

Tobias

• to collaborate with Paul on emailing Licensing Working Group (LWG) regarding the tile licence attribution and rewrite specific part of copyright statement. (Topic: Make progress on attribution guidelines and enforcement)

Administrative Assistant

Dorothea

• to schedule video meeting with Licensing Working Group (LWG) during 2nd week of October. (Topic: Make progress on attribution guidelines and enforcement)
• to see which tasks would be better to focus on and which might make sense to be done by volunteers (Topic: Plenary, board transparency)

Decisions - per session

Legal team and Brexit implications - resolve how to respond

• Start up a legal analysis of costs, benefits, drawbacks and process, to decide on *if* we should do it.
• Talk to an actual lawyer (Wirtz in Luxembourg?)
  • More than one lawyer? One for IP law, one for company law, one UK lawyer?
• Offset the workload to committee/someone who can do paid work on this?

Creating software dispute resolution panel: who and how

• Allan will start drafting a document with questions to the Data Working Group (DWG) about what their implementation could look like. We're still seeking a proposal, and still holding the decision.

Managing staff: what questions need to be resolved

• review current online document, do minor reviews over next week and circulate in a circular
• who is going to be point of contact for who:
  • Site Reliability Engineer > Guillaume, ?
  • Quincy Morgan (iD) > Mikel, ?
  • Dorothea Kazazi (Administrative Assistant) > Joost, Allan

Develop plan for conflict of interest on Working Groups

• There should be a default Conflict of Interest (CoI) for Working Groups (WGs).
• Board Conflict of Interest [policy] is a good first draft/possible final form for Working Group (WG) CoI template.
• Board may need to overrule a Working Group's Conflict of Interest (CoI) rule they give themselves if that document is not good.
• Some Working Groups (WGs) have different needs for Conflict of Interest (CoI), some topics come up for some WGs, some don't.

Make progress on attribution guidelines and enforcement

• Get back to Licensing Working Group (LWG) and ask for the remaining non-disclosure agreements (NDAs) to share OSMF pro-bono lawyer's feedback.
• Communicate to LWG that the board will not provide a red-lined version.

Supporting API

• Board cannot take on even more project management (prove us wrong!) and should finish and learn from the current three projects (Nominatim, osm2pgsql, Potlatch) and the microgrants first.
• This stuff needs doing.
• We do need to have long-term plans about where we want the project's software to go.
• We need to find volunteers to run projects - Engineering Working Group (EWG).

Regulating corporate participation in foundation bodies

• Raise topic during Local Chapter (LC) Advisory Board (AB) meeting next week.
• Continue to keep an eye on the situation and respond appropriately if needed.

Articles of association: Evaluate membership pre-reqs, identify any needed changes/updates

• Making some Articles of Association (AoA) changes.
  • Ask corporate counsel.
  • Ask community.

Improving member and volunteer recruiting

Members

• See if we can collect optional anonymous data about members from members. Discuss with Membership Working Group (MWG) & Diversity and Inclusion Special Committee (DISCo).
• Further action on Member recruitement depends on insights. Focus on underrepresented groups

Volunteers.

• Write a narrative piece on Operations Working Group (OWG) revamp.
• Extend "donate time" project to companies.

Plenary: Board capacity and sustainability

• Proactively ask for help more.
• Free to drop action items if a lot of time has passed and cannot be reassigned.

Board transparency

• Express board's support for migration of forum.osm.org to Discourse.
• Start using the OSMF subforum for consultations once the migration has happened.
• Get Communication Working Group (CWG) help in more engaging communications -> bring this up in the upcoming board+CWG meeting.

OSMF fundraising

• Create long term plan.
• Not disclose commitments yet.

Pending issues, not addressed

Creating software dispute resolution panel: who and how

• how will the panel ultimately be composed?
• who else will be interested to join?

Develop plan for conflict of interest on Working Groups

• Board would need to vote for all Working Groups (WGs) to have Conflict of Interest (CoI).
• Other kinds of issues arising from Working Groups (WGs) members' affiliations, separate topic (e.g. "editorial policy for Communication Working Group (CWG)").