Board meeting 2019-12-02

2019, Minutes
Attendance

This was the first of a new format meeting in which the session is open to members and the public. Non board members are listed as guests.

Present:

  • Rob Nickerson
  • Adam Hoyle
  • Jez Nicholson
  • Gareth Lloyd
  • Robert Whittaker (guest)

Apologies:

  • Brian Prangle
Micro grant programme

The meeting focussed on the development of a micro grant programme as this was one of the strategy focus areas set for 2019/2020 year. Adam introduced the idea and then we proceeded to review the draft proposal which was based on https://ctb.ku.edu/en/table-of-contents/finances/invest-in-community-resources/microgrant/main

At closure of the meeting we had the draft proposal shown below the separator line.

Action on all was to review the proposal.


SIZE OF FUND

TBD – £500 ?

ESTABLISH YOUR PURPOSE

What are you providing the micro-grants for?

OSM Training

Enabling speaking at a conference or workshop

Activities that meet the OSM UK aims:

  • Increase the quality and quantity of data about the UK in OpenStreetMap
  • Improve and increase the size, skills, toolsets and cohesion of the OpenStreetMap community in the United Kingdom
  • Promote and facilitate the use of OpenStreetMap data by individuals and organisations in the United Kingdom
  • Promote and facilitate the release by organisations in the United Kingdom of data that is suitable for use in OpenStreetMap

Enable individuals to further the aims of OSM UK, supporting costs that would make it otherwise unviable.

Whom do you want to reach?

(United Kingdom of Great Britain and Northern Ireland plus Crown Territories) based members who can further the aims of OSM UK

What outcomes do you desire?

Activities that achieve the aims of OSM UK

Benefit to OpenStreetMap United Kingdom (of Great Britain and Northern Ireland plus Crown Territories) – e.g. publicity via a blog post / social media engagement.

DEVELOP MICRO-GRANTS COMMITTEES

A planning (or steering) committee

This refers to a group to set up the guidelines, publicize the program, receive the applications, monitor micro-grant activities and oversee the whole process. We noted that this should start as the group of directors but further down the line it may be possible to expand/change this.

A review committee

This refers to a group to review the actual micro-grant applications. This may be composed of community members, or a mixed group of people from your agency and from the community to ensure fairness and an impartial review. You certainly want to avoid a stacked deck, or even the appearance of one.

As above our starting position is that this group comprises the OSM UK directors.

ESTABLISH MICRO-GRANT GUIDELINES

The types of activities that are eligible and not eligible.

Anything that supports the OSM UK aims. For example: 

  • Speaking about OSM at a conference or workshop
  • Creating tools (eg hosting)
  • Running a mapathon. 
  • Covering expenses
  • Printing leaflets

We won’t pay for people’s time.

The types of activities, if any, that will receive funding priority.

No.

The types of applicants who can and can’t apply. (Can individuals apply, or just groups? What about geographical limits?)

Members of OSMUK with demonstrable track record (eg has experience of editing the map) within OpenStreetMap.

The maximum amount of money that can be awarded.

We’d like to award a minimum of 3 grants, therefore the maximum is £200.

The ways in which that money can be spent.

Eligible:

  • Printing
  • Postage
  • Supplies
  • Hosting
  • Small equipment

Not   

  • Salaries
  • Time
  • Construction
  • Large equipment
  • Paying off debt
  • Facilitating lotteries

The application review process, including the review criteria.

Must meet at least one of the OSM UK aims

Must be from an OSM UK member (with demonstrable track record in OSM – e.g. editing OSM).

The deadline for applying.

End of February with decision outcome within 2 weeks.

Academic Grants – often meet n (e.g. 4) times a year – with a known & well publicised deadline when the panel meet to judge.

Any other information specific to your particular micro-grant program.

Everything should be in GBP

Instructions for filling out and submitting the application form. (In many cases, the application form itself may be included)

Rob to draft and share in this doc.

The name, address, and phone of a contact person from the micro-grant program, in case a potential applicant has questions / how do we answer questions

Email – microgrants@osmuk.org (private questions) or Loomio (public questions). Anonymised answers will be published on Loomio subject to them being sufficiently anonymised to hide the identity of the author.

Payment Policy

Payment after expense incurred – receipts required. (Option for OSM UK company to pay in advance if valid invoice issued by another company).

DEVELOP A MICRO-GRANT APPLICATION FORM

  1. The name, address, and phone number of the person who will be in charge
  2. Organizational affiliation, if any
  3. What activity are you proposing?
  4. What are the goals of that activity?
  5. The procedure for carrying out that activity
  6. Which OSM UK Aims does your application align with?
  7. What steps will you take to carry out that activity?
  8. The desired outcome of that activity
  9. What are the specific outcomes you desire when the activity is completed?
  10. How much money are you applying for?
  11. How do you propose to spend the money?
  12. How will you evaluate the activity, to see how well it has achieved its goals?
  13. Will the activity continue once the micro-grant funds have been spent?
  14. You may also want to ask about the experience of those who will be in charge of the activity, and about other possible funding the applicant has for the project. 
  15. In some cases, you might also want to ask for references or letters of support.
  16. You may want to give applicants the option of presenting their application orally to the committee.

Criteria

  • Value for Money
  • How close to the aims
  • Audience Reach (audience size / new audience)

Things we should do

  • Provide feedback on unsuccessful applications

Timeline

  • Publish to Loomio for feedback asap
  • 3rd Jan – close to feedback
  • 6th Jan – review feedback
  • Before 23rd Jan – publish micro grant scheme (publish to OSMUK mailing list / forum / talk-GB mailing list / twitter )