Board/Minutes/2024-05

Date and time: Thursday 30 May, 13:30 UTC.
Minutes approved by the board on 2024-06-27.

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.

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

Acronyms

Participants

["talk" time^*] Name

[01'] Arnalie Vicario (joined 3.5' after start)
[10'] Craig Allan
[01'] Dani Waltersdorfer
[12'] Guillaume Rischard (Chairing)
[05'] Mateusz Konieczny
[02'] Sarah Hoffmann

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

Officers and board
Biographies
Minutes by Dorothea Kazazi.

Absent

Roland Olbricht (Apologies)

Guests

7 guests, including Satoshi Iida (presenter)

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

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

Approval of previous minutes

2024-03-28 Approved

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.
Approved on ~~2024-04-09~~ 2024-04-17 (extended by Mateusz) with 5 votes in favour: Arnalie Vicario (I understood that this is only for transportation and not including accommodation as that has been arranged separately.), Sarah Hoffmann, Craig Allan (Agree), Daniela Waltersdorfer (I support Mateusz ' s airfare expenses for the F2F meeting), Roland Olbricht. 1 abstained: Mateusz Konieczny (I guess I should abstain. I have two fixes that are not changing things so there is no reason to restart vote. ERRATA 1: "Kraków 26 IV - Frankfurt - Kraków 29 XI" should be "Kraków 26 IV - Frankfurt - Kraków 29 IV". ERRATA 2: to be added to travel costs: Kraków - airport, airport - Kraków - 0 euro - travel by bicycle.). 1 did not vote: Guillaume Rischard.
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.
Approved on 2024-04-16 with 5 votes in favour: - Roland Olbricht - Sarah Hoffmann - Arnalie Vicario (Would have been good to compare quotations from different service suppliers but to note that this is not a requirement stated in the current Procurement Policy for Authority for Large Amounts (>10k euros). I am satisfied with the transparency and documented communication with AGIO and LWG (thank you, Sarah!) and accepts this proposal.) - Craig Allan (Fully Agree. We will not be allowed to be called a Foundation in future as that is reserved for a different corporate structure. The procedure for holding annual meetings will be a bit odd as we will have to call the meeting twice due to Belgium quorum requirements. We won't meet quorum in the 1st meeting. 2nd meeting has no quorum. Note that the meeting must be held physically at the physical location of the secretariat, but that people may attend virtually. (Yes, that's crazy)) - Daniela Waltersdorfer (I agree but... I'm worried about the statements from Craig. Are we all okay with 1.) not being call a Foundation; 2.) Note that the meeting must be held physically at the physical location of the secretariat, but that people may attend virtually ?? I suppose that for everyone agreeing, we're okay with these 2 points.) 1 against: - Guillaume Rischard (For a sum and decision like this we should compare more than one offer. LWG isn't fully happy with AGIO. "Note that the meeting must be held physically at the physical location of the secretariat, but that people may attend virtually. (Yes, that's crazy)" Well that nips it in the bud, doesn't it? I am requesting that we delay this circular by another week, and discuss this at the f2f. See the proposal by NautaDutilh on gitlab.) 1 did not vote: Mateusz Konieczny
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.

2024/Res22 Travel sponsorship to UN Maps Conference

Participant: Sarah Hoffmann Event: UN Maps Conference, May 20-23, Valencia Purpose: Presenting OSM at the conference and taking part in the OpenStreetMap panel at the conference, connecting with UN officials creating and using the UN maps that are based on OpenStreetMap data. Feedback: public report on the conference Cost: approx. 400 EUR for train travel to/from Valencia(), approx. 600 EUR for hotel stay in Valencia Supported by:* board (*) a flight would be about the same, so the ecologically more sustainable variant is preferred
Approved on 2024-05-06 with 5 votes in favour: Roland Olbricht, Mateusz Konieczny, Arnalie Vicario, Daniela Waltersdorfer, Craig Allan (I think this is a good idea. Let's do it!) 1 against: Guillaume Rischard (1000 Euros to visit an agency that has explicitly told us they can’t fund us is a very high cost, and probably not a good use of foundation money. If it’s about discussions we can have calls with them. If physical meetings make a difference, as I said, I have a UN badge and my cost to go meet them is the subway ride. We already have good connections with the UN. I fail to see what benefits to the community and foundation would justify the expense.) 1 abstained: Sarah Hoffmann
Circular by Sarah Hoffmann. OSMF travel policy.

2024/Res23 Appeal of ban on slice0

The OSMF Board has been requested by slice0 to review the ban placed upon him by the Moderation team.* The Board members are asked to read the appeal email and the documents provided by the moderation team and come to a decision. Supporting the appeal will cancel the ban. Not supporting the appeal will continue the ban. Board members may abstain from voting, but are asked to explicitly vote. (Vote:Abstain). A simple majority of the Board - four votes - will decide this matter.
The circular closed on 2024-05-08 with 7 not supporting the appeal. - Arnalie Vicario - Roland Olbricht - Daniela Waltersdorfer - Craig Allan - Guillaume Rischard (The user is encouraged to reflect on how they come across to other volunteers in this collective project.) - Sarah Hoffmann (The ban contains reasonable conditions how it can be lifted. The user is invited to follow these instructions.) - Mateusz Konieczny (This user was blocked for failure to co-operate with the rest of the OSM community and repeated inability to communicate and take into account what people tried to explain. This block made sense and I am upholding it. There were repeated attempts to explain things to them and they failed. See discussions, block messages, diary comments. Note that block message mentions way forward for lifting ban.)'
Circular by Craig Allan.

Note by Dorothea: Full name replaced with OSM username and links added.

2024/Res24 Craig Allan: Request for refund of travel costs to Frankfurt F2F 27 & 28 May 2024

Relationship to OSMF: Board Secretary Purpose of the travel: Face to Face board meeting Expected clear benefit to OSMF of the travel: Building closer working relationships. Making strategic decisions. The points at which the journey begins and ends: Nairobi-Doha-Frankfurt and then back Frankfurt-Doha-Nairobi Dates, times and events to be visited: April 25th-28th Face to Face board meeting The type of feedback to be provided on the return of the traveller/s: Written summaries of the proceedings, decisions made, action items. Communication materials Is there support for the specific travel by the relevant management contact or voluntary OSMF structure? Please provide names: The Board supports this conference. Other relevant information: n/a Detailed, itemised estimate of the full costs of the travel: Transportation to/from airport: Minor, I won't claim. Flights: 1. QR 1342 Nairobi-Doha Economy class 2. QR 067 Doha-Frankfurt Economy class 3. QR 070 Frankfurt-Doha Economy class 4. QR 1341 Doha-Nairobi Economy class Total cost was $821.55 (it was paid in dollars)
Approved on 2024-05-10 with 5 votes in favour: Arnalie Vicario, Sarah Hoffmann, Daniela Waltersdorfer (Is this needed on top of XERO?), Roland Olbricht (Craig, you can also directly open an expense claim at the Xero. To my memories, the expense has been approved by one of the pre-F2F circulars.), Mateusz Konieczny (It looks like one another indicator of travel policy being overly cumbersome, see "Travel sponsorship must in all cases be approved in advance by the Board." in https://osmfoundation.org/wiki/Travel_policy we should modify/drop/change it so we do not need to make special exemptions @Daniela - no, it is not needed to repeat it @Roland - I checked and I do not see a circular for that. Though maybe I missed one?). 2 did not vote: Craig Allan, Guillaume Rischard.
Circular by Craig Allan. OSMF travel policy.

2024/Res25 Contract to design 20th birthday webpage

The board agrees to sign a contract with Bushaw Creative to design the 20th birthday website. Maximum fee is $2000. The work is overseen by CWG and part of their contractor budget.
Unanimously approved on 2024-05-16 with 7 votes in favour: Arnalie Vicario, Craig Allan, Daniela Waltersdorfer, Mateusz Konieczny, Roland Olbricht, Sarah Hoffmann, Guillaume Rischard (It's always a pleasure to work with Kevin Bushaw).
Circular by Sarah Hoffmann.

Note: Past contractors.

2024/Res26 Changes to Board Rules of Order (technical fix and allow to replace IRC by an alternative platform, stop mentioning technical detail, mention FOSS policy)

Change https://osmfoundation.org/wiki/Board_Rules_of_Order 1) From "These rules were originally agreed on by the board on 2012-11-04, and most recently updated on 2022-01-20, and will remain in force until they are replaced by a new set of rules, or abolished altogether." to "These rules were originally agreed on by the board on 2012-11-04, and updated as documented at in page history and will remain in force until they are replaced by a new set of rules, or abolished altogether." to ensure self documenting info (claimed date is actually wrong right now) and direct people to place where edit info can be found. It is visible also to logged out users. This removes wrong info, reduces risk of future mistakes and reduces future workload. Self-dcocumenting features are nice, as long as they work and I think it is safe to expect it here. 2) Change "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." to "All important internal board communication should take place either during board meetings (see next section), or on board issue tracker and the board email list. Chat is also an important, but ephemeral channel for participation." This is prerequisite to change IRC/Element/Matrix setup to Element/Matrix setup that will have less moving parts and maybe will work more reliably. And better communication that less often breaks down for technical reasons is a desirable functionality. 3) Add 1.1 point linking https://osmfoundation.org/wiki/FOSS_Policy by adding "## Note that open source, nonproprietary, functional platform will remain preferred over proprietary functional one. See FOSS Policy." between point 1. and 2. ("##" will be formatted as nested 1.1 point)
Approved on 2024-05-17 with 6 votes in favour: Arnalie Vicario, Craig Allan, Guillaume Rischard, Mateusz Konieczny, Roland Olbricht, Sarah Hoffmann 1 did not vote: Daniela Waltersdorfer.
Circular by Mateusz Konieczny.

2024/Res27 OpenTechFund initial application

The board delegates Roland Olbricht to sent an application for the OpenTechFund FOSS Substianability Fund as stated in the final draft. Deadline is May 17th, so Roland will evaluate this circular on May 16th 12 UTC.
Unanimously approved on 2024-05-17 with 7 votes in favour: Arnalie Vicario, Craig Allan, Daniela Waltersdorfer, Guillaume Rischard, Mateusz Konieczny, Roland Olbricht, Sarah Hoffmann.
Circular by Roland Olbricht.

2024/Res28 Approve 2023 accounts

Please approve the completed Financial Statement for year ending 31st December 2023 prepared by Chater Allan, which includes the assessed tax figure of $1995.95. Also attached are the Xero Reports laid out to match the report. Attachments: FY2023 - Draft accounts FY2023 - Draft balance sheet FY2023 - Draft profit and loss
Did not pass on 2024-05-30^* with 3 abstentions: - Roland Olbricht (We should fix the liability statement. I'll try to restart a fresh circular with that fix tomorrow.) - Arnalie Vicario (My understanding is that this will be part of the agenda for the May public board meeting.) - Sarah Hoffmann (Not voting on an item that has already been put on the board agenda. Also raising a procedural concern that this circular has been put up for vote before the treasurer had the opportunity to review the documents.) 2 votes in favour: - Guillaume Rischard - Craig Allan (I looked through the documents carefully and they seem to be sound. Approved.) 2 did not vote: - Daniela Waltersdorfer - Mateusz Konieczny
Circular by Guillaume Rischard.

^* Note by Dorothea: Before the start time of this meeting.

Action item updates

Public board action items - About
Filter by assignee	Arnalie	Craig	Dani	Guillaume	Mateusz	Roland	Sarah	Not assigned
Filter by label	Example: any label # labels here (non-clickable)

Mateusz Konieczny

OSMF presence at SotM 2024

The sessions proposed by the OSMF board got accepted.

Answering emails

Mateusz replied to an enquiry on how to attribute OSM in animated films.

Sarah Hoffmann

OSMF move to the EU

No significant progress.
Sarah sent a reminder to the lawyers.

UN maps conference

Sarah attended the conference, which was quite good.
Attendees included people from the core UN as well as the entities of the UN.
Sarah talked to a lot of people who know and love OSM and she tried to convince them to be more public about it.
Sarah recommends that OSMF has a presence at the UN maps conference next year.

Secretary's report

Background

Topic presented by Craig Allan.

As usual, the report provides information on some of the items that the Board has had on its to-do list. In this case the period is the last two months. I also provide some information on as meetings that have been held in that period. The Board is quite busy, so for brevity, not everything is included.

#589 2024 Annual General Meeting and election to board

We have been preparing for the new, earlier date of the AGM on Saturday, 19 October 2024 at 16:00 UTC. You will recall that we moved the election earlier to avoid it clashing with the budget preparation period and end of year financial meetings. The new date shifts the usual deadlines for becoming a voting member and for standing for election to earlier than previous dates.

#593 Board involvement in WG GitLab discussion

In an affirmation of the independence of Working Groups the Board has adopted a rule that Board members can read, but should not get involved in WG discussions on GitLab. Board communication with WG should be by formal channels. Board members who are active members of any Working Group can of course continue to participate normally in that capacity but do not represent the Board .

#600 Board Ask-Me-Anything session at SOTM

We put in a proposal to the the SOTM team to have a Board AMA session on the programme at the 2024 SOTM in Nairobi. The proposal was later accepted.

#601 Presentation about OSMF at SOTM 2024

As above, we put in a proposal to the SOTM team talk about the Foundation and our work. That proposal was also later accepted. It is important to note that the Board has no special status in the allocation of SOTM presentations. We put in our proposals just like every other person making a proposal.

Mid-month 11 April 2024

These meetings are informal, but the agenda was still long. Here is what we spoke about.

Presenting at the Wikimedia East and South East Asia and the Pacific conference
The potential to co-operate with Mozilla
Updating the OSM logo
Presenting at SotM Europe
Presenting at SotM 2024 in Nairobi
The recommendation about Board members entering into WG discussions
Organising our Admin person
Planning the Face to Face Board meeting
Moving OSMF to the EU

On the last topic we didn't finish our work so there was a follow up meeting of the whole board on the 9th of May.

#620 Wikimedia Italia bylaws update

The Local Chapter of OSMF in Italy is run jointly with the Wikimedia group, so changes of the by-laws must be shared with the OSM Foundation Board.

#624 OSM data in policy making

We received an interesting enquiry from the EU about the use of OSM data in policy making. Sadly we were not able to say much as OSM is very decentralised. We're pretty sure that many people working in governments are using our data for policy work but they don't ever let us know.

#628 Board expressing appreciation for voluntary workers

The Board is exploring ways that we can support our voluntary community by giving some recognition to exceptional work.

#629 Migrate Corporate Member administration to CiviCRM

This is about professionalising our operations. We want to move our data on corporate members off spreadsheets and onto proper customer relations management software. This will allow us to track their subscriptions, track our contacts with them and may other important functions.

Board Face to Face 2024

We did not hold a Board public meeting in April as we held a weekend Board meeting on 27 and 28 May in Frankfurt, Germany that was a great success. There is a blog post about it so I won't go into detail. The purpose of the face to face meeting was to establish personal relationships to support better working of Board interactions and that really worked well.

Mid-month 16 May 2024

There was another mid-month informal meeting on the 16th May. The topics were:

Moving to the EU - we still were unable to conclude this discussion
Taking action against data consumers not giving the required attribution on maps
The Board election timeline
Decisions about publishing details of the Face to Face board meeting.

That brings us up to date.

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.

Topic deferred for the next meeting, as the Treasurer was not able to attend.

FOSS Policy has outdated info

Topic suggested by Mateusz Konieczny.

Suggestion: Remove section listing outdated examples, will make the policy easier to maintain.

Vote on removing the example section from the FOSS policy

Motion to remove the example section below, listing outdated examples, from the FOSS Policy, so we do not need to maintain it and we do not have outdated claims. This will be easier to maintain in future and we will be able to focus on more important things. "Here are some examples of software choices made by the Board: Mumble is a FOSS voice conversation tool. We use a server hosted by the Humanitarian OpenStreetMap Team. Loomio is a FOSS for making decisions. We use the service hosted by Loomio themselves. Google Apps is a proprietary hosted service, which we use for email. A FOSS alternative would be to mainain our own mailing server, but considering a potential burden for OWG and potential losses of time fighting spam and configuration issues, we decided to use a popular and reliable proprietary service."
Approved on 2024-05-30 with 6 votes in favour: Arnalie Vicario, Craig Allan, Daniela Waltersdorfer, Mateusz Konieczny, Sarah Hoffmann, Guillaume Rischard 1 did not vote: Roland Olbricht (absent)
Motion by Mateusz Konieczny, seconded by Sarah Hoffmann.

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.

People applying for a SotM quick licence are required to provide samples or mock-ups of flyers, posters, slide presentations, screenshots of digital correspondence. However, this requirement is not enforced. This is problematic because:

Organisers of a potential SotM think that they will be required to provide these materials.
It weakens important parts of the policy, as it is not enforced and makes it unclear which parts of the policy will be enforced.

Suggestion: Update the wording of the policy, so that samples can be provided on request.

Vote on updating the SotM quick license section about providing samples

Motion to update the SotM quick license and 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."
Approved on 2024-05-30 with 6 votes in favour: Arnalie Vicario, Craig Allan, Daniela Waltersdorfer, Mateusz Konieczny, Sarah Hoffmann, Guillaume Rischard 1 did not vote: Roland Olbricht (absent)
Motion by Mateusz Konieczny, seconded by Sarah Hoffmann.

Approval of financial accounts for Financial Year 2023

Draft documents
FY2023 - Draft accounts FY2023 - Draft balance sheet FY2023 - Draft profit and loss
Topic suggested by Michelle Heydon (OSMF accountant).

Suggested changes

Liability should be adjusted to 1 GBP, instead of 5 GBP.
We do not have 8 employees, just 1. However, the accounting firm insists on this interpretation of counting the directors as employees for the purpose of the annual formal reports. We can't change this, unless we change the firm, and that's currently not an option.
Refer to the contractors by their business name and to the employee by his name.

Vote on approving the financial accounts for Financial Year 2023 with amendment

Motion to approve the financial accounts for the financial year 2023 with the amendment of liability corrected to 1 GBP, from 5 GBP. FY2023 - Draft accounts FY2023 - Draft balance sheet FY2023 - Draft profit and loss
Approved on 2024-05-30 with 6 votes in favour: Arnalie Vicario, Craig Allan, Daniela Waltersdorfer, Mateusz Konieczny, Sarah Hoffmann, Guillaume Rischard 1 did not vote: Roland Olbricht (absent)
Motion by Guillaume Rischard, seconded by Craig Allan.

April face-to-face board meeting

Background
The board had a face-to-face board meeting on the 26th and 27th of April 2024, in Frankfurt. The resulting action items are here.
Topic suggested by Dani Waltersdorfer

Thanks were expressed to Craig for the update included in the Secretary's report.

We need to learn how to communicate with each other as a board in order to be able to serve the community properly and get things moving forward.
Had an extraordinary facilitator who pointed out better strategies to work together.

Active contributor membership application #2024031310000193

Background
Active contributor membership application #2024031310000193 did not pass with 3 votes in favour, 1 abstention and 3 board members who did not have time to participate. According to the current board rules of order (7.6) "Any circular not passing may be raised as an agenda item at a board meeting for discussion and vote." Resolution proposed by Craig Allan: "This board supports the application for active contributor membership in application #2024031310000193".
Topic suggested by Dorothea and agreed by Arnalie and Dani.

The circular 2024/Res10 Approve the active contributor membership application #202403131000019 did not pass. It had 3 votes in favour, 1 abstention and 3 board members did not have time to vote. As mentioned in the board rules of order, circulars which do not pass can be raised as topics at the next board meeting.

Vote on approving the active contributor membership application #202403131000019

Motion to approve the active contributor membership application #202403131000019.
Approved on 2024-05-30 with 5 votes in favour. Arnalie Vicario, Craig Allan, Daniela Waltersdorfer, Mateusz Konieczny, Sarah Hoffmann. 1 abstained: Guillaume Rischard 1 did not vote: Roland Olbricht (absent)
Motion by Arnalie Vicario, seconded by Sarah Hoffmann and Craig Allan.

OSMF Membership campaign update

Topic suggested by Arnalie Vicario.

Note: Arnalie offered to provide the OSMF Membership campaign update during the June meeting, as the May agenda is lengthy.

Booths at SotM EU 2024 and SotM 2024

Topic suggested by Sarah Hoffmann.

Suggestion: Organise OSMF booths for SotM Europe 2024 and SotM 2024.

Vote on organising the booths for SotM EU 2024 and SotM 2024

Amended motion to ask Dorothea Kazazi to organise the SotM EU 2024 booth and ask Courtney Williamson to organise the SotM 2024 booth and help the board with the "ask-me-anything" session. The board proposes to carry the travel costs to go to the conferences.
Approved on 2024-05-30 with 6 votes in favour: Arnalie Vicario, Craig Allan, Daniela Waltersdorfer, Guillaume Rischard, Mateusz Konieczny, Sarah Hoffmann. 1 did not vote: Roland Olbricht (absent)
Motion by Sarah Hoffmann, seconded by Mateusz Konieczny.

OSMF moderation team's 2024 report

Background
The OSMF moderation team has published its 2024 report and submitted it to the board.
Topic suggested by Craig Allan.

The OSMF moderation team makes sure that everyone behaves on the chats and discussion groups, which is very important for keeping people feeling safe. This can help to prevent vandalism.
The board appreciates the work of the moderation team.

Vote on acknowledging the moderation's team 2024 report

Motion: The board notes that the report has been received and that the moderation process is working well and then (b) resolve to thank the moderation team for their fine work over the last year.
Approved on 2024-05-30 with 6 votes in favour: Arnalie Vicario, Craig Allan, Daniela Waltersdorfer, Guillaume Rischard, Mateusz Konieczny, Sarah Hoffmann. 1 did not vote: Roland Olbricht (absent)
Motion by Craig Allan, seconded by Arnalie Vicario.

Presentation: OSM Japan and OSMF Japan by Satoshi Iida

Previous presentations and about this section

See Monthly_Board_Meetings/Presentations.

10 minute presentation by Satoshi IIDA. 5 minutes questions and comments.

Question on using Japan cadastre data for mapping in OSM

Question by SeverinGeo (guest), on if the Japan cadastre data is used for mapping in OSM.

Half of the Cadastral data is 100 years ago data on paper and quite messy, so it cannot be used in OSM or QGIS.
The other half is updated, so it can be used for editing, if permissive.

Comment by SeverinGeo that cadastre data in France is used for the buildings in OSM, not for the land tenures.

Question on how well do the OSM tagging schemas work for the Japanese community

Question by Sarah Hoffmann (board) on how well do the OSM tagging schemas work for the Japanese community, as they tend to be Western-centric. Addresses, for example, are very different.

The addressing schema of Japan and part of Philippines is quite different from other countries, as it is block-based.
In the last 3 years, Japanese students applied to Google Summer of Code in order to improve the Japanese tagging schemas in geocoding.

Question on use of OSM data in smartphone apps in Japan

Question by SeverinGeo (guest), on whether the OSM data is widely used for search and navigation in smartphone apps in Japan.

> Not much but OrganicMaps /Maps.me are getting popular for sightseeing. So, there's a chance to get new users via OrganicMaps.
> 99% of Japanese users are using Gmaps and 1% Applemaps and Yahoo maps using Mapbox as a data source - however, Mapbox in Japan is not using OSM data.

Comments on Cadastral data, road completion tool and hosting own imagery

Comments by Guillaume Rischard (OSMF board):

Cadastral data is messy and old - and beautiful :) - pretty much all over the world.
Once you get access to the open data, you can look at OSM Belgium's [https://github.com/osmbe/road-completion/ road completion tool.
It's cool that you're hosting your own imagery. Reach out if the OSMF can help with the hosting - we have a machine for imagery that's sitting mostly empty.

> Image hosting is an issue, as more server space is needed. Currently we have 400 GB of hardware as hosting, but now we're requesting six terabytes of TIFF data.
> We'll probably need to fund raise for server space - if the OSMF could help, it would be supportive.

Answer by Guillaume Rischard that we can do 6 TB.

Comments on OpenAerialMap and usage statistics

Comments by SeverinGeo (guest):

Maybe openaerialmap could become an OSMF project.

> Guillaume Rischard (board) replied that we received a proposal for work on OpenAerialMap to adapt it to the OSMF's infrastructure, but it was unfortunately way too expensive.

OSMF Japan should propose to Pascal Neis to add the ratio presented during the meeting in https://osmstats.neis-one.org/?item=countries

The ratios presented for selected countries were: number of mappers (including remote) in one day relative to the population of the country. Satoshi also showed numbers for the land area (km²) that one mapper should cover.

Question on reaching out or partnering with universities and schools

Question by Dani Waltersdorfer (board) on whether OSMF Japan has tried to partner or reach out to universities or schools in order to reach more mappers?

Other information by Satoshi

Satoshi mentioned that the local OSM community could use mountain paths to promote OSM in Japan. Currently, most Japanese map providers tend to focus on urban areas. The Japanese government has maps of mountain paths, and the local OSM community can trace them and also collect track data to provide accurate hiking maps.

Any other business

OSMF move to the EU

LWG suggests getting our own UK lawyer, as we get second-hand information from both the Belgian and Luxemburg proposals. OSMF had used Lawdit in the past.
Guillaume had an informal discussion with someone from the Document Foundation, who put him in touch with an Italian lawyer who has worked for the Free Software Foundation in Europe and is happy to help.
Guillaume has not contacted the Luxemburg lawyers about the question that Sarah had.

Guest comments or questions

Open to all OSM Foundation members (Become a member of the Foundation).

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 access them, click on the 3 dots on the top right of the black video-window.

No comments or question during this section.

Next meetings

All Board meetings for 2024 have been planned. 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.

Open board meeting: 27 June 2024

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

Dates: See this Framagenda calendar (green dots), and the monthly board meetings page. The dates of public board meetings are also added to https://osmcal.org/.

Next public meeting: 27 June 2024 at 13:30 UTC.

Mid-month board chat

Mid-month board chats are not open to observers.

Dates: See this Framagenda calendar (yellow dots), and the monthly board meetings page.

Meeting adjourned 59' after start.