Board/Minutes/2025-04

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Preliminary agenda and page for draft minutes.

Date and time: Thursday 24 April 2025 at 13:30 UTC.
Time in your time-zone - Countdown.

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

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

Acronyms

Participants

Officers and Board Historic
Board member biographies Historic

Absent

Guests

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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Administrative

Approval of previous minutes

Circular Resolutions

2025/Res09 Extend the current trademark agreement with the Fédération des Pros d'OSM (FPOSM)

This circular is to extend the current trademark agreement with the Fédération des Pros d'OSM (FPOSM), for two years. Make the trademark agreement one that can be terminated by either side without any preconditions or notice.

Approved on 2025-04-03 with 6 votes in favour: Daniela Waltersdorfer, Craig Allan, Héctor Ochoa Ortiz, Laura Mugeha, Roland Olbricht, Guillaume Rischard (Looking forward to their presentation).
1 did not vote: Maurizio Napolitano.

Circular by Héctor Ochoa Ortiz.

2023 vote: Grant the trademark licence request to FPOSM

2025/Res10 Dorothea Kazazi's new contract

The contract with Dorothea Kazazi was renewed on 27 March 2025 as a matter of urgency. The contract was signed off by Craig Allan acting on the authority of the full Board as delegated at the closed meeting on Friday 14 March 2025. The Budget provides GBP 75000 to cover costs of this contract.

However, procedurally, there has not yet been a Board resolution in support of the contract. To correct that missing procedural step this resolution approves the renewal of the contact and the new rates of payment.

Following the Rules of Order Section 2, this is a time-sensitive issue. The proposed resolution is in the best interests of the OSMF as it avoids the deferral of approval of the contract to the Board meeting on 24 April 2025.

Resolution:
This Board resolves to support the renewal for 12 month of the contract with <redacted>, a company registered in Greece (<redacted>) which is represented by Dorothea Kazazi, to provide the services of Administrative Assistance as detailed in Section 3 the schedule to the contract and for the daily rate of pay detailed in Section 1 of the schedule.

Approved on 2025-04-03 with 6 votes in favour:
- Craig Allan
- Laura Mugeha
- Daniela Waltersdorfer
- Héctor Ochoa Ortiz (Afaik there is a typo on the surname, it should be Kazazi (Καζάζι in Greek 🙂)
- Maurizio Napolitano (I also believe that a contract should be read before approving it, but I have great faith that everything will be done in the best possible way and in any case Dorothea is a deserving person)
- Roland Olbricht (See mail from 2025-03-13 15:04:58 from Craig for the contract).
1 against:
- Guillaume Rischard (I cannot approve a contract I haven't seen. Apparently it's not a simple renewal, but also a significant raise? Please attach all information and a redline of any contract changes).

Circular by Dani Waltersdorfer.

See: Contractors_and_employees#Long_term

2025/Res11 Vote on date for Annual General Meeting 2025

Hello Board,

I'd like to kindly ask you to vote for the proposed date of:

September 13, 2025

for the 2025 Annual General Meeting (AGM)

For more information, you can follow the proposed timeframe here: https://gitlab.com/osmfoundation/board/-/issues/732#note_2292633337

Did not pass on 2025-04-07 with 3 abstentions:
- Héctor Ochoa Ortiz (I believe that candidates can benefit from presenting their candidature at SotM, so in my opinion, it would be good to have the AGM at/just after SotM. However, the current SotM is later than on the previous year, and I also see how it can be important for the upcoming board members to have enough time for an onboarding and be able to decide on next year's budget. Therefore, my vote is an abstention).
- Roland Olbricht (All in all, we should have some discussion on it).
- Laura Mugeha (Maybe we can discuss this during the internal board chat - it would also be good to hear of any progress on fixing the CiviCRM issues and how that timeline would affect the date selection).
1 in favour: Daniela Waltersdorfer.
3 did not vote: Craig Allan, Guillaume Rischard, Maurizio Napolitano.

Circular by Dani Waltersdorfer.

Note: the linked GitLab repository is not public.

2025/Res12 Resolution in support of Core Infrastructure Investment Project Co-ordinator

This circular follows 2025/Res08. The previously preferred candidate declined the contract, a new candidate has been selected by the Personnel Committee. The pay and contract conditions are equal to the previous candidate. This circular aims to get the contract moving as soon as possible.

Resolution:

This Board notes and supports the decision of the Personnel Committee to appoint a co-ordinator for the 2025/6 period of the Infrastructure improvement project. The coordinator will to be paid by the OSM Foundation at the hourly rate agreed between the co-ordinator and the Personnel Committee and for no longer than the maximum hours as set by the committee. The Board notes that there are sufficient funds available following the project investment by the STF into upgrading our core infrastructure. The co-ordinator will be managed by Héctor with technical support by Sarah.

Vote Agree to support the resolution above.

If you have any concerns please contact Craig, Sarah or Héctor on any private channel for further information.

Approved on 2025-04-08 with 6 votes in favour: Héctor Ochoa Ortiz, Daniela Waltersdorfer, Laura Mugeha, Maurizio Napolitano, Roland Olbricht, Craig Allan (I would like to thank the team working on fast-tracking this contract. Being a voluntary organisation means we accept that slow progress is inevitable, but in this case the team has dealt with the disappointment of the withdrawal of one candidate and has identified a great replacement in rapid time. Great work!!)
1 did not vote: Guillaume Rischard

Circular by Héctor Ochoa Ortiz.

Notes on names and abbreviations:

2025/Res13 Approve travel cost for 2025 Face2Face meeting

The board approves to reimburse reasonable travel expenses for the Face2Face including

  • Flight or other means of transport from location of living to Milano and back
  • Transfer from airport to hotel
  • Visa and visa application cost (including e.g. mandatory travel insurance or photos)

for

  • all seven board members
  • Dorothea
  • Allen Gunn

Any trans continental flight below 1500 EUR for the round trip is considered reasonable, and any flight that does not get objections 24 hours after posting on the board chat is considered reasonable as well.

Approved on 2025-04-17 with 6 votes in favour: Héctor Ochoa Ortiz, Roland Olbricht, Roland Olbricht, Craig Allan, Daniela Waltersdorfer, Maurizio Napolitano.
1 did not vote: Guillaume Rischard

Circular by Roland Olbcricht.

Notes:

Action item updates

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

Secretary's report

Treasurer's report

2025 Annual General Meeting - setting the date

Topic suggested by Dorothea and approved by Craig. To be presented by Dani (Secretary).

Endorsing the UN Open Source principles

Topic suggested by Dorothea and approved by Craig. To be presented by Laura, who had initially brought up the topic.

Sovereign Tech Fund update

Topic proposed by Craig. To be presented by Héctor (EWG liaison).

State of the Map 2025 update

Topic proposed by Craig. To be presented by Laura (SotM-WG liaison).

LINE Yahoo Corporation (Japan) update

Topic proposed by Craig.

Presentation: Fédération des Pros d'OSM

10 minute presentation by Julien Coupey of Fédération des Pros d'OSM.

Any other business

Guest comments or questions

Next meetings

Open board meeting: 29 May 2025 at 13:30 UTC

2025 dates of open board meetings: on this Framagenda calendar (green dots), and below.

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Mid-month board chat: 15 May 2025 at 13:30 UTC

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

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