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Board/Minutes/2024-05: Difference between revisions
Added 3 travel application circulars: "Res14 Travel application by Dorothea Kazazi for 2024 face-to-face board meeting", "Res15 Dani's airfare expenses for F2F meeting - seeking Board approval", "Res16 F2F meeting - approve travel cost (including visa process) for Arnalie Vicario". Added link to current travel policy.
(→Circular Resolutions: Added circulars "2024/Res12 Meeting room for face-to-face board meeting" and "2024/Res13 Face-to-face board meeting 2024 - travel costs for Mateusz Konieczny") |
(Added 3 travel application circulars: "Res14 Travel application by Dorothea Kazazi for 2024 face-to-face board meeting", "Res15 Dani's airfare expenses for F2F meeting - seeking Board approval", "Res16 F2F meeting - approve travel cost (including visa process) for Arnalie Vicario". Added link to current travel policy.) |
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<div style="margin:2px 0;border:1px solid #9B9;background:#EFE;color:#000;padding:2px .5em;text-align:center">
<font color="blue">Page for agenda and future draft minutes.</font>
The topics of the agenda get locked one week before the meeting.
* [[Board_Rules_of_Order#7._Circular_Resolutions| About circular resolutions]]
* Board [https://wiki.osmfoundation.org/w/index.php?title=Conflict_of_Interest_Policy&oldid=7369 conflict of interest policy]
* OSMF [https://osmfoundation.org/w/index.php?title=Travel_policy&oldid=11523 travel policy]
==== 2024/Res09 Approve active contributor membership application #2024031510000064 ====
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| ''Circular by Mateusz Konieczny ''.
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==== 2024/Res14 Travel application by Dorothea Kazazi for 2024 face-to-face board meeting ====
{| class="wikitable"
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| '''Relationship to OSMF''': Administrative Assistant - contractor: https://osmfoundation.org/wiki/Contractors_and_employees#Long_term<br>
'''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<br>
'''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.<br>
'''The type of feedback to be provided on the return of the traveller/s''': Decisions, action items, meeting notes.<br>
'''Is there support for the specific travel by the relevant management contact or voluntary OSMF structure? Please provide names'''<br>
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.<br>
'''Detailed, itemised estimate of the full costs of the travel''': <br>
~ 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.<br>
6.3 Euros - Metro ticket Frankfurt Flughafen to Frankfurt (Main) Hbf<br>
6.3 Euros - Metro ticket Frankfurt (Main) Hbf to Frankfurt Flughafen<br>
Expected total costs: 478.6 Euros
''Screenshots from SkyScanner and the departure airport were supplied to the board.''
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'''Voting closes on 2024-04-11.'''
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| ''Circular by Dorothea Kazazi''.
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==== 2024/Res15 Dani's airfare expenses for F2F meeting - seeking Board approval ====
{| class="wikitable"
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| '''Relationship to OSMF''': Board member<br>
'''Purpose of the travel''': Participating in F2F board meeting.<br>
* 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''':<br>
'''Dates, times and events to be visited''': Washington,D.C. (USA) April 25th - Frankfurt, Germany - Washington, D.C. (USA) April 29th.<br>
'''The type of feedback to be provided on the return of the traveller/s''': Publishing F2F summary.<br>
'''Is there support for the specific travel by the relevant management contact or voluntary OSMF structure? Please provide names'''<br>
“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. [https://www.expedia.com/Flights-Search?filters=%5B%7B%22departureAirportCodeFilterValue%22%3A%7B%22airportCode%22%3A%22DCA%22%7D%7D%5D&leg1=from%3AWashington%2C%20DC%20%28WAS-All%20Airports%29%2Cto%3AFrankfurt%20%28FRA-Frankfurt%20Intl.%29%2Cdeparture%3A4%2F25%2F2024TANYT&leg2=from%3AFrankfurt%20%28FRA-Frankfurt%20Intl.%29%2Cto%3AWashington%2C%20DC%20%28WAS-All%20Airports%29%2Cdeparture%3A4%2F29%2F2024TANYT&mode=search&options=carrier%3A%2Ccabinclass%3A%2Cmaxhops%3A1%2Cnopenalty%3AN&passengers=adults%3A1%2Cchildren%3A0%2Cinfantinlap%3AN&sortOrder=INCREASING&sortType=DURATION&trip=roundtrip 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''': <br>
Expected total costs: I would estimate the total costs of travel should be $1,500 maximum if booked as soon as possible. Including costs to and from airport- for when arriving in Frankfurt.
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'''Voting closes on 2024-04-11.'''
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| ''Circular by Dani Waltersdorfer''.
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==== 2024/Res16 F2F meeting - approve travel cost (including visa process) for Arnalie Vicario ====
{| class="wikitable"
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| '''Relationship to OSMF''': Board member<br>
'''Purpose of the travel''': Participating in F2F board meeting.<br>
* 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<br>
Frankfurt to Manila, Philippines
'''Dates, times and events to be visited''':
Bangkok Thailand to Frankfurt - 26 April 2024<br>
Frankfurt to Manila, Philippines - 30 April 2024
'''The type of feedback to be provided on the return of the traveller/s''': Publishing F2F summary.<br>
'''Is there support for the specific travel by the relevant management contact or voluntary OSMF structure? Please provide names'''<br>
“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''': <br>
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<br>
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)
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'''Voting closes on 2024-04-12.'''
|''Circular by Arnalie Vicario''.
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