Board/Minutes/2020-10-S2S/Board capacity and sustainability

From OpenStreetMap Foundation

Notes by participants. Might be enriched.

Participants

Board members

  • Allan Mustard (Chairperson)
  • Guillaume Rischard (Treasurer)
  • Joost Schouppe (Secretary)
  • Mikel Maron
  • Paul Norman
  • Rory McCann
  • Tobias Knerr

Notes

First part

During the first part of the discussion board members shared personal views and experiences on the issue. The facilitator asked for no notes to be taken.

Suggestions

  • Articles of Association (AoA) change: Non board members on committees.
  • Establish a Budget committee.
  • Board members should feel free to set personal boundaries (e.g. set inaccessibility hours) .
    • Force breaks (e.g. lockdown of circulars during summer/winter holidays, Sundays off).
  • Selection on what to focus on/not overstretch.
  • Potentially increase number of board members (max 9).
    • Needs to be discussed with membership.
    • Decision before the call for candidates.
    • Might increase noise to signal ratio.
  • Bring on a 2nd administrative assistant.
  • More frequent check-ins between board members.
  • Ask for help, indicate problems early, drop 1 thing instead of under-delivering on multiple things.
  • Explore executive director role?
  • Empower Dorothea to nudge the board.
    • reminded Dorothea she can ask for board to spend money to make her job easier.
  • Bolster Communication Working Group (CWG).
    • Suggestion for videomeeting.
    • Getting part-time person doing public relations writing.
  • More structure for informal stuff vs relaxing environment.
    • Use loomio more?
  • Limit number of board members participating in meetings with other groups, once trust has been built.
  • Limit number of WGs that each board member can be involved with.

Other points mentioned

  • Allan offered to be approached by board members who might want help.*

Decisions

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

Action items

  • Board to set post-election timeline.
  • Dorothea to see which tasks would be better to focus on and which might make sense to be done by volunteers.
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