[HOT] HOT face to face meeting at SOTM - Sept. 10, 2011

nicolas chavent nicolas.chavent at gmail.com
Sun Sep 11 19:00:21 BST 2011

Hey Lisa

Thanks a lot for those notes.  I started a wiki page to organize together
the notes from those 2 enthusiastic sessions of 8 & 9-Sept 11.
SOTM2011 HOT Meetup


On Sun, Sep 11, 2011 at 12:39 PM, Lisa Sweeney <lsweenstar at gmail.com> wrote:

> Humanitarian OpenStreetMap Team face to face gathering at SOTM 2011
> Sat, Sept. 10, 2011
> Attending: approximately 30 attendees gathered outside in a circle on the
> lawn - see picture on
> http://hot.openstreetmap.org/weblog/2011/09/meeting-face-to-face-at-sotm-denver/
> Others who attended this gathering, please feel free to contribute ideas I
> may have missed or edits to things I may have misheard.
> -Lisa Sweeney
> HOT is working on the paperwork for filing as a US 501c3 non-profit and is
> almost ready to file. Many official documents can be found on the wiki:
> http://wiki.openstreetmap.org/wiki/Humanitarian_OpenStreetMap_Team#Incorporation
> An annual meeting needs to be set, more people need to be invited to become
> members, and current members should be asked if they want to continue (some
> have been inactive). The aim is to have a general meeting in October over
> IRC.
> There are discussions regarding whether to expand the board from 5 to 7
> members in order to gain some strategic skills not currently covered. The
> board meets regularly and publishes minutes to the wiki:
> http://wiki.openstreetmap.org/wiki/Humanitarian_OSM_Team/Meetings
> A quick highlight of topics from the last HOT board meeting included:
>    - governance
>    - funding
>    - human resources needs
>    - current projects
>    - activation
>    - membership
> The board has been very operational /hands-on. What could people at SOTM
> and in the community be doing to help?
> HOT has a new website: http://hot.openstreetmap.org/weblog/
> Kate wrote all the content for this website. Others could be helping with
> writing information and blogging.
> Develop a roster/ wiki page where people can post skills, experience, what
> languages one speaks, availability, etc
> The need to establish protocols and clarity within the community regarding
> when HOT should activate was noted. HOT has run activations and humanitarian
> projects but distinguishing factors haven't been clearly defined. Examples:
> HOT has been doing work in Haiti, Indonesia, and Somalia. Many people from
> the community have put time and effort into helping with Somalia work, but
> is it officially activated? HOT has been 1. providing information services
> to supporting agencies during crisis 2. working with communities on ongoing
> humanitarian efforts. It was noted HOT should always be in the service of
> other organizations, such as those providing basic necessities like food,
> water, etc. It is important to steward volunteer activities for the right
> time and place. Which areas have the official weight of HOT activation need
> to be decided carefully.
> Harry Wood offered to draft an activation protocol, and Lisa Sweeney
> offered to help. Eventually there should be a wiki template for activations.
> What is the process and who is involved with writing, posting, and the
> selection process for new jobs? There are plans to seek funding to cover
> administrative overhead costs and a director position.
> Need to identify volunteers able to organize activation to respond to
> crisis. These people need to be available as points of contact, really
> visible, and have GREAT organizational skills. Should an activation be run
> by an individual or 2 with a known face, or a mailing list of people?
> Training - So far HOT has used the "buddy" system - An inexperienced person
> is accompanied by an experienced person in the field. An example that worked
> in Haiti was having an experienced person in the field for an extended time
> period, who was willing and able to take on several new people for a week to
> train them about HOT activities and agency interactions. People desire HOT
> trainings. HOT has developed effective techniques and values that should be
> captured into training materials and established as a baseline for any field
> person to know before starting a mission. Work has started at some
> universities and at the upcoming FOSS4G to offer workshops - this work could
> be expanded. Volunteer tourism has been expanding. There could be
> opportunities with people who are willing to pay their own way and extra to
> cover the cost of the trainer, operations, and those who cannot afford to
> pay. Fundraising for training could enable hiring a HOT field school
> coordinator. Kate noted being aware of some corporations interested in this.
> An Ushahidi community member shared some lessons learned. Tools are only a
> start, they are not the answer. The community needs to talk to each other,
> understand the goals, what needs to be done, and who they can talk to when
> there are questions. A community manager is needed, but the community needs
> to also be able to connect directly in order to have scalability.
> Building on community connections - There are many ex-pat communities with
> strong family ties and extensive knowledge of places where HOT is working.
> Albanian wikipedia pages are largely contributed by ex-pats - an example HOT
> can learn from. HOT could work on building connections with these
> communities. It was noted this takes long-term relationships and trust
> building to work.
> Tech and quick puzzle solving needs to coordinate small areas arise. How
> can HOT better communicate these with the community as the needs arise? Some
> coordinating is being done using open atrium?
> publicity, marketing, and fundraising are ongoing needs
> Could HOT fit within the context of university study abroad programs?
> HOT is still working to establish and grow projects, making it hard to
> predict the future. It will get easier to plan ahead as things mature.
> A question that came up is whether it is ok with the community to consider
> using proprietary software tools to help HOT with organizational challenges.
> _______________________________________________
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> HOT at openstreetmap.org
> http://lists.openstreetmap.org/listinfo/hot

Nicolas Chavent
Humanitarian OpenStreetMap Team
Mobile (Haiti): +509 4617 3334
Landline (FRA): +33 2 97 26 23 08
Email: nicolas.chavent at gmail.com
Skype: c_nicolas
Twitter: nicolas_chavent
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