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Board/Minutes/2024-05: Difference between revisions
Added motions and votes, board members' presence, number of guests
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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">Votes and secretary's report. Draft
The topics of the agenda get locked one week before the meeting.
== Participants ==
["talk" time<sup>*</sup>] Name
* [01'] Arnalie Vicario
* [10'] Craig Allan
* [01'] Dani Waltersdorfer
* [12'] Guillaume Rischard ''(Chairing)''
* [05'] Mateusz Konieczny
* [02'] Sarah Hoffmann
<small><sup>*</sup>''Includes time when the microphone was activated due to noise.''</small>
[https://osmfoundation.org/w/index.php?title=Officers_%26_Board&oldid=12327 Officers and board]<br>
[https://osmfoundation.org/w/index.php?title=Board_Member_Bios&oldid=12253 Biographies]<br>
''Minutes by [[osm:User:Dorothea|Do<nowiki>rothea Kaza</nowiki>zi]].''
=== Absent ===
* Roland Olbricht ''(Apologies)''
=== Guests ===
* 7 guests, including Satoshi Iida ''(presenter)''
Open to all OSM Foundation members. ''([https://supporting.openstreetmap.org/#Membership-Categories Become a member of the Foundation], even for free if you are an active OSM contributor)''<br>
* 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 [https://wiki.openstreetmap.org/wiki/BigBlueButton BigBlueButton]'s low-bandwidth settings. To assess them, click on the 3 dots on the top right of the black video-window.
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== Administrative ==
=== Approval of previous minutes ===
* [[Board/Minutes/2024-03|2024-03-28]] Approved
-----
- <u>Daniela Waltersdorfer</u><br>
- <u>Mateusz Konieczny</u><br>
- <u>Roland Olbricht</u>
|-
| ''Application initially processed by the [[Membership_Working_Group|Membership Working Group]]''.
'''2 did not vote: '''<br>
- <u>Daniela Waltersdorfer</u><br>
- <u>Roland Olbricht</u>
|-
'''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<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).
* 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 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”:
* 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”:
'''3 did not vote: '''<br>
- <u>Mateusz Konieczny</u><br>
- <u>Arnalie Vicario</u><br>
- <u>Guillaume Rischard</u>
|-
<sup>*</sup> ''Note by Dorothea: Before the start time of this meeting.''
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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
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
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.
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.
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
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
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
really worked well.
=== Mid-month 16 May 2024 ===
There was another mid-month informal meeting on the 16th May. The topics
were:
|-
|}
''Topic deferred for the next meeting, as the Treasurer was not able to attend.''
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== FOSS Policy has outdated info ==
''Topic suggested by Mateusz Konieczny.''
==== Vote on removing the example section from the FOSS policy ====
{| class="wikitable"
|-
| ''Motion to remove the example section below, listing outdated examples, from the [[FOSS_Policy|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."''
|-
|style="text-align: left; background: white;" | <span style="color: black;">
'''Approved on 2024-05-30 with 6 votes in favour:''' <u>Arnalie Vicario</u>, <u>Craig Allan</u>, <u>Daniela Waltersdorfer</u>, <u>Mateusz Konieczny</u>, <u>Sarah Hoffmann</u>, <u>Guillaume Rischard</u><br>
'''1 did not vote:''' <u>Roland Olbricht</u> (absent)
|-
| ''Motion by Mateusz Konieczny, seconded by Sarah Hoffmann''.
|}
<font color="blue">Draft minutes to be added.</font>
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== SotM quick license - adjust requirement of providing samples or mock-up of slides, posters, flyers ==
| ''Topic suggested by Mateusz Konieczny.''
|}
==== Vote on updating the SotM quick license section about providing samples ====
{| class="wikitable"
|-
| ''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."
|-
|style="text-align: left; background: white;" | <span style="color: black;">
'''Approved on 2024-05-30 with 6 votes in favour:''' <u>Arnalie Vicario</u>, <u>Craig Allan</u>, <u>Daniela Waltersdorfer</u>, <u>Mateusz Konieczny</u>, <u>Sarah Hoffmann</u>, <u>Guillaume Rischard</u><br>
'''1 did not vote:''' <u>Roland Olbricht</u> (absent)
|-
| ''Motion by Mateusz Konieczny, seconded by Sarah Hoffmann''.
|}
<font color="blue">Draft minutes to be added.</font>
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== Approval of financial accounts for Financial Year 2023 ==
| ''Topic suggested by [[Contractors_and_employees#Long_term|Michelle Heydon]] (OSMF accountant).''
|}
==== Vote on approving the financial accounts for Financial Year 2023 with amendment ====
{| class="wikitable"
|-
| ''Motion to approve the financial accounts for the financial year 2023 with the amendment of liability corrected to 1 GBP, from 5 GBP.''
* [https://osmfoundation.org/w/images/9/9a/DRAFT_-_FY2023_accounts.pdf FY2023 - Draft accounts]
* [https://osmfoundation.org/w/images/c/c9/DRAFT_-_FY2023_BalanceSheet_-_B4TAX.pdf FY2023 - Draft balance sheet]
* [https://osmfoundation.org/w/images/3/39/DRAFT_-_FY2023_Profit_and_Loss_-_B4TAX.pdf FY2023 - Draft profit and loss]
|-
|style="text-align: left; background: white;" | <span style="color: black;">
'''Approved on 2024-05-30 with 6 votes in favour:''' <u>Arnalie Vicario</u>, <u>Craig Allan</u>, <u>Daniela Waltersdorfer</u>, <u>Mateusz Konieczny</u>, <u>Sarah Hoffmann</u>, <u>Guillaume Rischard</u> <br>
'''1 did not vote:''' <u>Roland Olbricht</u> (absent)
|-
| ''Motion by Guillaume Rischard, seconded by Craig Allan''.
|}
<font color="blue">Draft minutes to be added.</font>
-----
|-
| ''[[Board/Minutes/2024-05#2024/Res10_Approve_active_contributor_membership_application_#2024031310000193|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|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.''
|}
{| class="wikitable"
|-
| ''Motion to approve the active contributor membership application #202403131000019.''
|-
|style="text-align: left; background: white;" | <span style="color: black;">
'''Approved on 2024-05-30 with 5 votes in favour.''' <u>Arnalie Vicario</u>, <u>Craig Allan</u>, <u>Daniela Waltersdorfer</u>, <u>Mateusz Konieczny</u>, <u>Sarah Hoffmann</u>.<br>
'''1 abstained:''' <u>Guillaume Rischard</u><br>
'''1 did not vote:''' <u>Roland Olbricht</u> (absent)
|-
| ''Motion by Arnalie Vicario, seconded by Sarah Hoffmann and Craig Allan''.
|}
<font color="blue">Draft minutes to be added.</font>
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== Booths at SotM EU 2024 and SotM 2024 ==
''Topic suggested by Sarah Hoffmann.''
==== Vote on organising the booths for SotM EU 2024 and SotM 2024 ====
{| class="wikitable"
|-
| ''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.''
|-
|style="text-align: left; background: white;" | <span style="color: black;">
'''Approved on 2024-05-30 with 6 votes in favour:''' <u>Arnalie Vicario</u>, <u>Craig Allan</u>, <u>Daniela Waltersdorfer</u>, <u>Guillaume Rischard</u>, <u>Mateusz Konieczny</u>, <u>Sarah Hoffmann</u>.<br>
'''1 did not vote:''' <u>Roland Olbricht</u> (absent)
|-
| ''Motion by Sarah Hoffmann, seconded by Mateusz Konieczny''.
|}
<font color="blue">Draft minutes to be added.</font>
== OSMF moderation team's 2024 report ==
| ''Topic suggested by Craig Allan.''
|}
==== Vote on acknowledging the moderation's team 2024 report ====
{| class="wikitable"
|-
| ''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.''
|-
|style="text-align: left; background: white;" | <span style="color: black;">
'''Approved on 2024-05-30 with 6 votes in favour:''' <u>Arnalie Vicario</u>, <u>Craig Allan</u>, <u>Daniela Waltersdorfer</u>, <u>Guillaume Rischard</u>, <u>Mateusz Konieczny</u>, <u>Sarah Hoffmann</u>.<br>
'''1 did not vote:''' <u>Roland Olbricht</u> (absent)
|-
| ''Motion by Craig Allan, seconded by Arnalie Vicario''.
|}
<font color="blue">Draft minutes to be added.</font>
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== Presentation: OSM Japan and OSMF Japan by Satoshi Iida ==
{| role="presentation" class="wikitable"
! <b>Previous presentations and about this section</b>
|-
| See [[Monthly_Board_Meetings/Presentations]].
|}
[[File:Presentation_2024-05_OSM_Japan_and_OSMF_Japan_by_Satoshi_Iida.pdf|600px]]
''10 minute presentation by Satoshi IIDA. 5 minutes questions and comments.''
<font color="blue">Draft minutes to be added.</font>
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|-
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<font color="blue">Draft minutes to be added.</font>
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