Humanitarian OSM Team/Board/Board Meeting Minutes/25 July 2022
HOT Board Meeting 25 July 2022, 13:00 UTC
Attending
Kate Chapman, Shoaib Burq, Kuo-Yu “slayer” Chuang, Nate Smith, Courtney Clark, Tyler Radford, Getrude (Trudy) Namitala, Liz Chamberlain.
Excused
Not applicable.
Absent
Not applicable.
Observing
Amos Katompa, Bienvenu Muluba, Bruce Pratama, Can Unen, Christina Reuben, Bagnoumana Bazo Fofana, Hawa Adinani, Huy Nguyen, Kennedy Jomokela, Kiggudde Deogratias, Laxmi Goparaju, Manoj Thapa, Mikel Maron, Laura Mugeha, Ndapile Mkuwu, Pete Masters, Raphael Brechard, Romeo Ronald L, Russell Deffner, Sarah Wise, Angela Teyvi, Uchechi Anaduaka, Zacharia Muindi, Zola Manyungwa.
Chair
Kate Chapman
Minutes
Inna Nogeste
Chair welcomes Member Observers
Chair welcomed the Member Observers and reminded them of the meeting protocol which is explained in the Open HOT Board Meetings - HOT Voting Membership guide.
Call to order
Meeting called to order at 13:03 UTC by Chair Kate Chapman.
Quorum
Yes
Approval of Previous Minutes
Approval of the June 2022 HOT Board Meeting minutes.
Motion by Nate: Approve the June 2022 HOT Board Meeting minutes. Motion approved.
Previous Action Items
- Create a Doodle Poll for the in-person meeting in Firenze, Italy (Kate) - Done.
Circular resolutions approved since previous meeting
None to report.
Contracts approved since previous meeting
- 16 June 2022 ; Staff contract (cover) ; Risham Habib, Communications Associate, Global
- 01 July 2022 ; Staff contract ; Isaiah Cheboi, Finance Senior Associate, Open Mapping Hub - Eastern-Southern Africa
- 01 July 2022 ; MoU between Humanitarian OpenStreetMap Team and HeiGIT gGmbH.
- 10 July 2022 ; Volunteering Relationship Agreement between Humanitarian OpenStreetMap Team and Accenture.
Agenda
Operations Update
Presenting: Tyler
Tyler presented a review of Year 2 which is available here.
He highlighted gains and achievements as well as areas of improvement.
This was followed by a discussion that the Governance Working Group is looking at the most appropriate governance model for HOT.
The amount of funding to the communities was raised and Tyler requested that Voting Members set up meetings with the regions and especially with the Regional Managers and Partnership Managers. Slayer mentioned that the community in Taiwan leverages ideas from Idea hackathons which highlight high-level problems or issues which might, or might not, be related to maps but can contribute to a potential solution and leverage mapping data.
The Board was pleased with the high level of staff retention and asked if there were any plans to set high and ambitious OKRs which also recognise and encourage teams.
HOT Budget approval
Presenting: Nate
Liz Chamberlain, Director of Finance and Operations, presented the budget for Year 3.
The Board thanked Liz for her presentation. A discussion followed with the Board which included staffing and travel costs, Global and Hub teams as well as fund raising.
Kate asked the Board members individually to approve the Year 3 budget because it was such a significant vote. The budget was approved by a majority, with 1 Board Member who didn’t approve and who was requested to discuss this further with Liz.
Screen to screen meeting
Presenting: Kate
The Board had a screen-to-screen meeting on 7 July 2022.
The Board was to vote on the Strategy document, “Becoming a more strategic Board”, which was presented at that meeting.
Motion by Kate: The vote for the Strategy document, “Becoming a more strategic Board”, will be done via Loomio and not at today’s Board Meeting, in order to allow time for the community presentation. Motion approved.
HOT Board In-person meeting - Firenze, Italy
Presenting: Kate
An in-person Board Meeting will be held in Firenze, Italy, on 22 - 23 August 2022 and the logistics are being organised.
Executive Committee update
Presenting: Kate
The Executive CommitteeThe committee planned today’s Board Meeting agenda at its July meeting and is working towards the Board’s in-person meeting in Firenze, Italy on 22 - 23 August.
Risk Management Committee update
Presenting: Shoaib
The Risk Management Committee is on hold until staff has developed a comprehensive risk management and monitoring framework with assistance from a consultant. A draft Request for Proposal (RFP) for hiring this person has been developed by Seka and Liz and reviewed by Shoaib. Awaiting the next action of publishing the RFP.
Strategy Committee update
Presenting: Nate
The July meeting was rescheduled to 21 August 2022 and will be held in-person in Firenze, Italy.
Tyler brought to the Board’s attention that the entire strategy has not been shared with the Voting Members yet. The committee needs to discuss how to do that and how to use the Voting Members expertise in skills and networks to advance the strategy.
Finance Committee update
Presenting: Nate
The budget review meeting was held on 18 July.
The Finance Committee has had a meeting with the Bank of America.
Community presentation - OSM Ethiopia
Presenting: Kate
Binyam Dele from OSM Ethiopia presented their projects.
OSM Ethiopia is a nonprofit NGO based in Addis Ababa and operating across Ethiopia since its establishment in 2020. We are a local community of professionals, researchers, students, developers, educators, GIS enthusiasts, and scholars that use public geospatial technologies to highlight and directly address development challenges in Ethiopia.
OSM Ethiopia focuses mainly on facilitating data collection and community mapping. Along with this, we keep local chapters in Ethiopia interconnected, via social media since establishing good communications shall simplify and enhance our outreach activities.
OSM Ethiopia has executed and promoted several community mapping projects, generated map awareness, actively pledged open datasets, and continued to build a network of enthusiastic mappers in Ethiopia.
The Board thanked Binyam for his presentation and for all the work that OSM Ethiopia is doing in Ethiopia.
Board members asked him how HOT and its broader communities can amplify the work that OSM Ethiopia is doing, what their biggest needs are and do they have the resources that they need. Binyam explained that they need to gather the mappers around the country, they do need some support because they lack the power to do this and for them to contribute all their interesting ideas. Binyam said that they need technical support at an international level and wondered if HOT can help OSM Ethiopia.
There was a discussion about what data is collected for disaster affected areas and how it can be leveraged for humanitarian activities. Binyam explained that contributiions to HOT’s Tasking Manager are being made at an individual level due to the committee’s structure. Ethiopia is not well mapped and there are alot of missing maps and not much open data of the country such as roads, buildings and some key features.
A Board Member asked how the conflict affected the community and how do they cope and deal with that. Binyam said that due to internet connections, OSM Ethiopia is unable to meet its contributors in the northern part of Ethiopia and this does affect them.
Other business
Presenting: Kate
No other business was raised.
Questions from Voting Members
Presenting: Kate
How can Voting Members access the budget?
Tyler said that a summary of the budget should be shared with the Voting Members and that previous budgets have been shared in different ways.
The Finance Committee will discuss this with support from Chad Blevins, Membership Chair.
Tabled topics
The following are not reflected in the notes because there has been no action since the last Board meeting or there was insufficient time to discuss the topic at a Board meeting.
- Role of local boards
- Strategic plan 2022-2025
New Action Items
- Screen-to-screen meeting: Create a Loomio motion to approve the Strategy document, “Becoming a more strategic Board” (Kate) - Pending
- Questions from Voting Members: Finance Committee to discuss with Chad as to how to share the budget with Voting Members (Trudy) - Pending
- Questions from Voting Members: Follow up with Chad regarding discussions with the Finance Committee and how to share the budget with Voting Members (Kate) - Pending.
Adjournment
Chair Kate Chapman declared the meeting adjourned at 14:32 UTC.
Next board meeting
TBC - Monday 22 August 2022 @ 13:00 UTC.