Humanitarian OSM Team/Board/Board Meeting Minutes/28 February 2022
HOT Board Meeting 28 February 2022, 14:00 UTC
Attending
Kate Chapman, Kuo-Yu “slayer” Chuang, Nate Smith, Courtney Clark, Tyler Radford, Rachel VanNice, Rebecca Firth, Shoaib Burq, Liz Chamberlain.
Excused
Felix Delattre
Absent
Gertrude (Trudy) Namitala
Observing
Chad Blevins, Sawan Shariar, Matthew Gibb, Heather Leson, Janet Chapman, Chabota Munachoonga, Arnalie Vicario.
Chair
Kate Chapman
Minutes
Inna Nogeste
Call to order
Meeting called to order at 14:02 UTC by Chair Kate Chapman.
Quorum
Yes
Approval of Previous Minutes
Approval of the January 2022 HOT Board Meeting minutes.
Motion by Kate: Approve the January 2022 HOT Board Meeting minutes Motion approved.
Previous Action Items
- Operations Update - Rebecca to share strategy scope document with the Board (Kate) - Done
- Operations update - Rebecca to provide a diagram of the new organizational chart to the Board (Kate) - Done
- Risk Management Committee update - Rebecca - will connect Liz with Shoaib (Shoaib) - Done
- MoU with OpenStreetMap Foundation - send a summary via email to continue this discussion asynchronously (Felix) - Done.
Circular resolutions approved since previous meeting
- 18 February 2022: Motion by Kate on Loomio to approve the HOT Finance Committee's Terms of Reference. Motion approved.
Contracts approved since previous meeting
- 17 January 2022; Staff contract; Leen D'hondt, Product Development Manager
- 17 January 2022; Staff contract; Aissatou Sow, Ops & HR Associate,Open Mapping Hub - West & Northern Africa
- 17 January 2022; Staff contract; Ralph Aytoun, Online Community Engagement Associate
- 17 January 2022; Staff contract; Asmoro Hadiyanto, Partnerships Manager, Open Mapping Hub - Asia-Pacific
- 17 January 2022; Staff contract; Honey Grace Fombuena, GIS Associate, Open Mapping Hub - Asia-Pacific
- 1 February 2022; Staff contract; Teg-wende Idriss Tinto, Community Manager, Open Mapping Hub - West & Northern Africa
- 1 February 2022; Staff contract; Amadou Roufaye Issaka, Partnerships Manager, Open Mapping Hub - West & Northern Africa
- 1 February 2022; Staff contract; Petya Kangalova, Tech Collective Facilitator, Tech & innovation.
Agenda
Operations Update
Presenting: Tyler
Tyler provided an overview of the following:
- Hiring and operations - some key positions have been filled:
- Tech team - Senior Engineer, Senior Product Development Manager, Facilitator for the Tech Collective
- Western & North Africa Hub (WNA Hub) - Partnerships and Community Managers. The WNA Hub has its official hub launch in Dakar in mid March this year.
- Budget - as of December/beginning of January, HOT is at approximately 40% of its Year 2 budget. Liz provided an update later in the agenda. HOT is still on track to meet its funding and grant funding will continue during the coming months.
- Audacious project donors - HOT had a meeting with four donors last week. The feedback from the donors after the meetings was very positive and appreciative about HOT’s work and progress so far. There is a lot of interest and support from one of the donors in HOT’s programs supporting young women of color in tech, especially internships and She Leads She Inspires.
An Objectives Key Results (OKR) quarterly update will be given at the next Board Meeting in March.
The Russia/Ukraine situation was mentioned. HOT is supporting other OSM communities and partners, please refer to HOT’s social media channels for more information.
Tyler confirmed that Bo Percival, Director of Technology and Innovation, will be presenting at the next Board Meeting in March.
HOT Senior Management Team (SMT) presentations
Presenting: Kate
The following SMT members presented their areas, followed by a Q&A from the Board. The presentation is available here.
- Liz Chamberlain - Director of Finance & Operations
- Rachel VanNice - Head of People Operations & Gender Lead
The Board thanked Liz and Rachel for their presentations and asked them questions about the eNPS score and Diversity, Equity and Inclusion work.
Liz and Rachel explained that the eNPS surveys have contributed to improved communications with staff, leadership and management making more decisions and the term “equity” being included in HOT’s policy. There is now a DEI Committee and the Board asked if the committee members and Wellbeing Focal Points are receiving any additional compensation for the additional duties, for example, Wikimedia has started compensating their Employee Resource Group staff leads.
Strategy has also been raised in the eNPS surveys and Rebecca is now leading the strategy process.
The Board asked Liz what she expects from the Board because Board Members aren’t finance experts and are elected from the Membership. Liz explained that HOT is planning to hire a firm to talk through what HOT’s expectations and needs are, as well as tolerance level. The company will give proposals and options and help make decisions together with HOT.
Virtual Board Meeting - summary
Presenting: Kate
Kate presented a summary of the virtual Board Meeting which was held on Friday 18 February 2022.
The following topics were discussed at the meeting: where do we want to be in our roles as Board Members, what we bring to the Board, what does it mean to be a more strategic board and how does the Board support HOT’s strategy.
The Board needs to spend more time together and will have a screen-to-screen meeting in April this year.
Executive Committee update
Presenting: Kate
There was no update to report from the Executive Committee.
Risk Management Committee (RMC) update
Presenting: Shoaib
The RMC has decided to move towards an oversight role.
Risk Management (RM) has moved from Operations to the Finance section. A RM consultant will be hired during the next 3 months and their RM work will last 6 to 9 months. The RMC will meet less regularly and meet on the basis of the RM consultant’s suggestions and as needed.
Felix was thanked for his work on the RMC during the past few years.
HOT Governance Working Group (GWG) presentation
Presenting: Kate
Heather Leson is the GWG’s new Chair after last year’s election and presented the GWG to the Board. She asked the Board the following two questions:
- What role do you see the GWG playing in the upcoming Strategy work and the upcoming Governance model work?
- What recommendations do you have about bylaw changes to be done in 2022 (note that all items need to be via legal and membership consultation by sept for voting in the Annual General Meeting?
She has posted her diary which is here and asked the Board to review the GWG slides which are available here.
Heather’s priority for the GWG this year is to get people excited about governance and get them involved. She has included small asks and requests in the slides to get people engaged.
Please contact Heather via the GWG or Slack, even about the small asks and requests in the slides.
There was a discussion about the importance of governance and the legal aspect of implementing it. The challenge of finding people interested in GWG perhaps needs a different approach, such as via coaching/mentoring or contacting people individually. The GWG would like the Board to help people join the GWG.
Changes to the Bylaws was also discussed. Any changes to the Bylaws has to go through legal, community consultation and written properly for the membership outreach for the election. Any changes have to be approved at the Annual General Meeting or at an emergency meeting for the membership to approve them. The deadline is 31 August for this information.
Board Vacancy
Presenting: Kate
Felix Delattre, Board Vice President, has resigned from the Board.
Motion by Kate: Thank you Felix for all his work and time on the HOT Board. Approved.
The GWG presented a document to the Board with 4 options. The document is available here and the Board discussed all the options.
Motion by Shoaib: Do not fill the seat until the regular Board Election.Approved.
Filling the Board Vice President’s Seat
Presenting: Kate
Felix Delattre, Board Vice President, has resigned from the Board.
It was decided to table this agenda item until the next Board Meeting.
Other business
Presenting: Kate
Board Meeting - new start time from March onward
Some countries are changing to Daylight Saving Time in March and April. The Board Meeting’s start time therefore needs to change to 13:00 UTC from the March Board Meeting onward.
Community presentation - OpenStreetMap Zambia (OSM Zambia)
Presenting: Kate
Presented by Chabota Munachoonga.
OSM Zambia has been in existence since 2016 and has helped implement a number of mapping projects in Zambia. The community has been working closely with youth mapper chapters in Zambia.
The Board thanked Chabota for his presentation which is available here.
Questions from Voting Members
Presenting: Kate
No questions were raised by Voting Members.
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
- MoU with OpenStreetMap Foundation
- Board vacancy - discuss having an advisor on the Board in the interim
- Filling the Board Vice President’s Seat
New Action Items
- HOT Governance Working Group (GWG) presentation - The Board is to help people to join the GWG (Kate) - Pending
- HOT Governance Working Group (GWG) presentation - Add governance and bylaws to April screen-to-screen Board meeting (Kate) - Pending
- HOT Governance Working Group (GWG) presentation - From Heather - potential action - document - Roles and Responsibilities - how to collaborate across strategy and governance models, data gathering, link up (Kate) - Pending
- Board Vacancy - discuss with Chad about notifying the membership about the election (Kate) - Pending
- Filling the Board Vice President’s Seat - Someone needs to chair the next Board Meeting - to be decided asynchronously (Kate) - Pending
- Filling the Board Vice President’s Seat - discuss OSM with Tyler after today’s Board Meeting (Kate) - Pending.
Next board meeting
Monday 28 March 2022 @ 13:00 UTC
Adjournment
Chair Kate Chapman declared the meeting adjourned at 15:38 UTC.
Minutes approved
These Board Meeting Minutes were approved by the Board on 28 March 2022.