Humanitarian OSM Team/Board/Board Meeting Minutes/23 February 2021

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HOT Board Meeting 23rd of February 2021, 14:30 UTC

Attending

  • Felix Delattre
  • Miriam Gonzalez
  • Kate Chapman
  • Rob Baker
  • Ben Abelshausen
  • Emmanuel Sambale
  • Tyler Radford

Excused

  • Gertrude (Trudy) Namitala

Absent

  • N/A

Observing

  • Sam Colchester
  • Danijel Schorlemmer
  • Matthew Gibb
  • Rory Nealon
  • Rachel VanNice
  • Pete Masters

Chair

  • Miriam Gonzalez

Call to order

Meeting called to order at 14:36 UTC by President Miriam Gonzalez.

Quorum

Yes

Approval of Previous Minutes

Motion by Miriam: to approve the January minutes.

Motion approved.

Previous Action Items

  • Adjust and share the HOT-OSMF MOU draft (Ben) - WIP
  • Review slides from Tyler and reach out to GWG afterwards around advisory group structure for the board (All) - WIP
  • Public call to membership to form Code of Conduct group (Ben) - WIP
  • Clarification statement on the roles of committees and working groups (All) - WIP
  • Review proposals for board roles and committees (All) - WIP
  • Decide on founding members for HOT Kenya (All) - Done
  • Hiring process for assistant to the board (Tyler, Miriam, Ben) - Done
  • Reach out to facilitators to get feedback on their participation [for screen-to-screen sessions]. (Miriam) - WIP
  • Conduct screen-to-screen session (Miriam) - WIP
  • Comply with article 8.1 for the next board meeting (Executive committee) - WIP
  • Delegate to community working group to choose individuals to give 5 minute updates (Felix) - WIP
  • Follow-up with the HOT team leads re: Strategy Committee monitoring OKRs. Rob will reply to Pete on MERL session. (Rob) - WIP

Circular resolutions approved since previous meeting

  • 12 February 2021: Motion by Felix on Loomio to reach out to the executive director and voting membership chair to follow the recommendation of the Governance Working Group to implement prevention measures around COI of voting employees in board elections and bylaws changes. Motion approved.
  • 17 February 2021: Motion by Miriam on Loomio to confirm Tyler Radford, Liz Chamberlain, Geoffrey Kateregga, Laura Mugeha, Angela Oduor Lungati and Zacharia Wambua as Board members of the Humanitarian OpenStreetMap Team East Africa Board for registration in Kenya. Motion approved.

Contracts approved since previous meeting

  • 1/27/2021; Pro bono; Accenture; Support to HOT technology team via Accenture's 'Social Innovators Programme'
  • 2/8/2021; Staff contract; Inna Nogeste; Executive Assistant to the Board (part-time)
  • 2/15/2021; Staff contract; Philip Hippolyte; Project Manager, CaribbeanNote: Open Cities Project staff
  • 2/15/2021; Staff contract; Céline Jacquin; Project Manager, Latin AmericaNote: Open Cities Project staff
  • 2/15/2021; Staff contract; Monica Nthiga; Regional Director, East Africa
  • 2/11/2021; Grant agreement; OpenStreetMap Foundation; Supporting OSM core software and infrastructure

Agenda

Committee roles

The roles design is here:roles here

  • Not moving forward
  • Are all roles appropriate?
  • To have a delegate in each Working Group.

Motion by Miriam: to disband the Communications committee in favour of having consistent delegations to the Communications Working Group instead.

Motion approved.

Motion by Miriam: to approve Committee Roles as stated below.

Motion approved.
  • Executive Committee
    • Ben Abelshausen
    • Felix Delattre
    • Miriam Gonzalez
    • Rob Baker
  • Strategy Committee
    • Rob Baker
    • Maning Sambale
  • Risk Management Committee
    • Felix Delattre
    • Maning Sambale
  • Finance Committee
    • Rob Baker
    • Trudy Namitala
  • Code of Conduct Committee
    • Trudy Namitala
    • Kate Chapman

Discussion:

  • Rob to attend Training WG and Communications WG.
  • Vice President’s role needs to be solidified in the Bylaws.
  • Needs to be a Board presence in WGs. Discussed idea of board’s executive assistant participating in WG meetings to provide feedback and notes to the Board.

Action - Trudy and Kate to complete group of the CoC

Operations update

Presenting: Tyler Operations Update February 2021

  • Continuing discussion of using an acronym other than HOT which describes the humanitarian OSM ecosystem.

Executive committee

Presenting: Miriam

  • Felix is taking the chair responsibility of the executive committee.
  • Main purpose is to set up the Board agenda. Remote voting of the Board members is being assessed. Conflict of Interest was also discussed when voting for the Board.

Risk Management committee

Presenting: Felix

  • One new committee member, Shoaib Burq.
  • Discussed SWOT survey to Voting Members and results to be announced later.

HOT East Africa - Role of local boards

What is the role of local boards within HOT? What is the relationship with us (the board).

  • Coming from Governance Working Group (GWG), this topic is wider than GWG.
  • Preference is that GWG takes on this question and provides potential solutions and driven by the membership. However, this isn’t on the GWG agenda and is beyond the scope of the GWG and hence an agenda item for the Board. Look at what other NGOs are doing with regard to this, for example MSF.
  • A broader discussion is required, such as HOT US Inc compared to other boards, is an international entity required? How can the HOT East Africa Board have more decision making power and how does that intersect with HOT’s Global Board?
  • Start with the intent before the legal structure and then look at how it is possible.

Motion by Felix: to delegate the topic of several HOT boards and how they interact to the Strategy Committee to find a way forward.

Motion approved.

Screen-to-screen session

  • Waiting for the final date to be confirmed.

Governance Working Group update

Two main topics:

  • Annual membership meeting to occur at the same time each year.
  • Board proposal - how to expire voting membership, sub-group of GWG to implement that part.

Discussion:

  • Discussed resolving conflict of interest for HOT staff voting members, staff voting members could be granted same rights with the exception of voting. This is how it is done at MSF. GWG subgroup is working on this to see if it can be implemented.
  • GWG to meet monthly and Action next GWG meeting date to be confirmed by Board’s executive assistant with Ben.

HOT Summit WG update

Update from HOT Summit WG on proposed options for a 2021 Summit and preference for a virtual only event.

  • Most frequently raised point was around accessibility v. privilege: vaccine access and ability to travel are largely confined to US/Europe and all indicators show this will continue throughout this year, preventing those unable to get vaccine from traveling for in-person conference
  • Further, many people liked the low/no cost option for Summit 2020, enabling those without any funding or scholarships to attend
  • For the organizers, but also the attendees, trying to plan for both options creates a lot of ambiguity and confusion, and prevents it from being the best version of either.

Request for decision on preferred option.

Presentation by Rachel VanNice - Meetings have been held to discuss whether to have a virtual or in-person summit. Is difficult to plan for both modalities. Summit will only be virtual this year. Virtual summit would widen access.

Discussion:

  • HOT has been requested to sponsor SOTM Africa in November 2021. Sponsorship can include improved broadband and streaming, instead of in-person attendance, in order to avoid possible covid infection if the situation is still not 100% under control in different regions in countries participating in the event. The HOT Board will communicate with SOTM Africa organizing committee to discuss support possibilities.
  • Kate: Wikimedia has a risk assessment protocolin place, which might be useful to consider. Wikimedia risk assessment policy here

Other business

Felix: Asked community members from Working Groups to speak at Board Meetings.

Motion by Felix: to delegate this to the Executive Committee.

Motion approved.
  • Miriam - need bandwidth to be able to join all the Working Groups.

Questions from members

  • Pete Masters: Rearticulate role of voting members, strategic plan ends this year which was a voting member engagement. Voting membership is an increasingly important role in HOT. Consolidate communication with voting membership.
  • Rob: Follow up from Strategy Committee side and consolidate communication with voting membership.

Action Rob to follow up from Strategy Committee side and consolidate communication with voting membership.

  • Felix: This is a main priority of the Strategic Plan.

No actions to report

The following committees are not reflected in the notes as the committee took no action since the last Board meeting.

  • Finance Committee
  • Communications Committee
  • Strategic Planning Committee
  • Code of Conduct Committee

Matt: Discusses Governance Working Group

Ben: can interact with OSMF board. Proposal to change email, from hot@openstreetmap.org -> humanitarian@openstreetmap.org

Action: discuss in the Slack channel.

New Action Items

  • Complete group of the Code of Conduct (Trudy, Kate) - WIP
  • Next GWG meeting date to be confirmed by Board’s executive assistant with Ben (Ben, Inna) - WIP
  • Follow up from Strategy Committee side and consolidate communication with voting membership (Rob) - WIP

Next board meeting

March 23rd 14:30 UTC

Adjournment

President Miriam Gonzalez, declared the meeting adjourned at 16:09 UTC

Minutes approved

These board meeting minutes were approved on 23 March 2021.

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