Humanitarian OSM Team/Board/Board Meeting Minutes/23 May 2022
HOT Board Meeting 23 May 2022, 13:00 UTC
Attending
Kuo-Yu “slayer” Chuang, Shoaib Burq, Tyler Radford, Nate Smith, Gertrude (Trudy) Namitala.
Excused
Kate Chapman, Courtney Clark.
Absent
NA
Observing
Mikko Tamura, Sarah Wise, Pete Masters, Harry Wood, Sawan Shariar, Mohamet Lamine Ndiaye, Chad Blevins, Angela Teyvi, Saliou Abdou.
Chair
Shoaib Burq
Minutes
Inna Nogeste
Call to order
Meeting called to order at 13:16 UTC by Chair Shoaib Burq.
Quorum
Yes
Approval of Previous Minutes
Approval of the April 2022 HOT Board Meeting minutes.
Motion by Nate: Approve the April 2022 HOT Board Meeting minutes. Motion approved.
Previous Action Items
- Risk Management Committee update: Board members are to contact Shoaib if they want to see the Risk Management consultant’s job description (Shoaib) - Done
- Board meeting schedule: Board members are to contact Kate with their feedback about fewer but longer Board meetings (Kate) - Pending
- Board meeting schedule: Board to plan SMT presentations and their questions in advance (Kate) - Pending
- Operations update: Include a more human impact story and some highlights starting from the next report (Kate) - Pending
- Operations update: Include updates about the 5 new impact areas at Board Meetings (Kate) - Pending
- HOT Board Screen-to-screen meeting: follow up with Board members on actions from the February 2022 screen-to-screen meeting (Kate) - Pending
- HOT Board Screen-to-screen meeting: ask Allen Gunn about his availability in June/July 2022 (Kate) - Done.
Circular resolutions approved since previous meeting
None to report.
Contracts approved since previous meeting
- 16 April 2022; MoU between Open Mapping Hub - Eastern and Southern Africa and Nakuru City Board
- 16 April 2022; MoU Open Mapping Hub - Eastern and Southern Africa and Solidarity Initiative for Refugees
- 17 April 2022; Staff contract; Jorge Aguirre, Field Mapping Projects Coordinator
- 17 April 2022; Staff contract; Che-Mutah Jr Asa'a, Global Finance Associate
- 17 April 2022; Staff contract; Everton Bortolini, Communications and Community Specialist
- 17 April 2022: Staff contract; Tim DeWinter, Projects Factory coordinator.
Agenda
Operations Update
Presenting: Tyler
Tyler thanked all the Voting Members who attended the meeting. A summary of the Board Meeting procedure was explained to the Voting Members and that there is an agenda item at the end of the meeting, “Questions from Voting Members”, when they can ask questions and participate in discussions.
Tyler mentioned three major updates that have happened since the previous Board Meeting:
- The final month of the operating year is June and approximately 2/3 of HOT’s targets across its four objectives have been met for the year.
- Two examples of momentum on some of the challenge areas have been:
- HOT’s post-2021 strategy is wrapping up in the next few weeks. There has been great progress on a refreshed set of values and Vision Statement to guide our work. An update will be provided at a later date.
HOT has attended the following events where major themes have been climate and anticipatory action:
- The Humanitarian Networks and Partnerships Week was held in Geneva two weeks ago. The WHO launched the WHO GIS Centre for Health. The WHO has a Global Health Facilities Database, how will HOT’s work contribute to that?
- HOT has four colleagues representing our work at the Seventh Session of the Global Platform for Disaster Risk Reduction (GP2022) in Indonesia this week.
Tyler announced a “Call to action” to the Board and Voting Members for the HOT Summit 2022. How can HOT support and reach out to other events around the OSM ecosystem? More information is available in English, French and Spanish. Please contact Pete Masters if you have any suggestions. HOT is planning a face-to-face HOT Summit for 2023.
Board vacancy - discuss having an advisor on the Board in the interim
Presenting: Shoaib
Felix Delattre resigned from the Board earlier this year. It was decided at an earlier Board Meeting to wait with this until the election in October this year.
Screen-to-screen meeting update
Presenting: Shoaib
The previous screen-to-screen meeting discussed how to be a more strategic Board. Lists were created on how to be more strategic and what to prioritise. This will be discussed at the next screen-to-screen meeting which will be held in July this year.
Executive Committee update
Presenting: Shoaib
The Executive Committee discussed the following at its May meeting:
- Planned today’s Board Meeting
- The digital meeting platform for Board related meetings will be Google Meet
- HOT-OSMF discussions.
Risk Management Committee update
Presenting: Shoaib
A draft of the Job Description for the Risk Management consultant has been received and might be reviewed in light of the blog about mapping and conflict. The Job Description will be posted within the next four weeks.
Strategy Committee update
Presenting: Nate
A Strategy Committee meeting was held last week and discussed HOT’s Vision Statement proposal which is a work-in-progress. Two successful workshops have been held on HOT’s core values and mission. The initial drafting has been done and a final draft will be sent to the committee at the end of this week. This will be sent to the Board and a deeper review will be provided at the next Board Meeting.
Finance Committee update
Presenting: Trudy
There is no update for this Board Meeting. There will be a Finance Committee Meeting in June and an update will be provided after that.
Community presentation: HOT Open Mapping Hub - Asia Pacific (AP Hub)
Presenting: Shoaib
Presented by Mikko Tamura.
HOT’s AP Hub has launched “She Leads & She Inspires” (SLSI) - a program that will engage 100 women between December 2021 and June 2022. Mikko’s presentation is available here.
A SLSI wiki page is being created and is available here. Please note that this Wiki page is a work-in-progress.
The Board and Tyler thanked Mikko for his presentation. Tyler is excited about this program where the women are current and future leaders around the open mapping ecosystem.He is looking forward to seeing what the participants will be doing in the coming months.
Other business
Presenting: Shoaib
None to report.
Questions from Voting Members
Presenting: Shoaib
- Question to Mikko - She Leads She Inspires program
A Voting Member asked if women who are not from the Asia-Pacific region can support the SLSI program? Mikko explained that the SLSI is still in the testing phase and that there is a big opportunity to expand it globally which will hopefully allow more people outside the Asia-Pacific region to become engaged.
- Voting Members - new members’ nomination process and welcome, inactive members
There was a general discussion amongst all the meeting participants about the nomination process of new Voting Members and how to make new members feel welcome.
The Membership mailing list and introductions from the nominated Voting Members has been inspiring to many. The Board was asked if it should mandate something to capture this enthusiasm and what can the Board, staff and existing Voting Members do to welcome new Voting Members and help them connect to the rest of the organisation. A member observer at the meeting said that more guidance is always appreciated. The Community Team is working on how to welcome and connect with new members and the Board said that it would like the team to present its suggestions for improvements to the Board at a future Board Meeting.
The Voting Membership Chair will send a blanket email welcoming all the new members. In the past the Executive Director has also sent a welcome email.
There is a Voting Membership Checklist which needs to be updated.
Tyler mentioned that a Buddy system has been implemented for HOT staff which helps staff to navigate HOT and this might be a good model for the Voting Members.
There was also a short discussion about inactive members and that there should be a better procedure for offboarding members. It was noted that it is difficult to measure contribution and the minimum responsibility of Voting Members is to vote. The Governance Working Group is discussing offboarding and other topics related to membership.
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
- The Board is to contact Pete Masters with any suggestions for the HOT Summit 2022 (Kate) - Pending.
Next board meeting
Monday 27 June 2022 @ 13:00 UTC.
Adjournment
Chair Shoaib declared the meeting adjourned at 14:11 UTC.
Minutes approved
These Board Meeting Minutes were approved by the Board on 27 June 2022.