[Osmf-talk] Awareness on Membership software (CiviCRM) issues under Membership WG and Board review

Sun Oct 6 17:08:49 UTC 2024

Dear OSMF members,

I have provide some updates in the community forum: https://community.openstreetmap.org/t/awareness-on-membership-software-civicrm-issues-under-membership-wg-and-board-review/117106/24 and cross-posting it here:

Update on Issue 1:

MWG has detected about 200+ membership renewals that were missed in our system. They are now updating it and affected members will receive an email to inform them.

Update on Issue 2:

We have sent comms to the affected membership (those with no and invalid usernames, and those with not enough mapping days as of 15 August). All affected memberships that did not respond or did not qualify were manually set to “pending” for now.

Thanks to MWG and Dorothea

The Membership Working Group and Dorothea has been working on the issue since. Thank you MWG and Dorothea for your support! Thank you as well to the OSMF membership for your patience and support.

=Arnalie
Board liason for MWG

> On 16/08/2024 05:58 MDT Arnalie Vicario <arnalie.vicario at osmfoundation.org> wrote:
>  
>  
> Dear OSMF members,
>  
> I have provide some updates on Issue 2 in the community forum: https://community.openstreetmap.org/t/awareness-on-membership-software-civicrm-issues-under-membership-wg-and-board-review/117106/14  and cross-posting it here:
>  
> Upon consultation with LWG and discussion with the Board, we agreed to follow LWG's recommendation (more details below) :
>  
> In summary:
> * Affected member sign up's are members, their memberships are not in dispute, just their fees are in dispute.
> * those who did not qualify for the mapping days are considered to have their membership in arrears.
> --- They will be given 3 options: 1) fulfill the mapping days requirement or 2) provide details on their other active contributions or 3) ask us to terminate their membership
> --- Those who fulfill option 1 or 2 BEFORE 12 October will be eligible to vote
> Next steps:
> 1. MWG to generate list to check mapping contributions as of 15 August
> 2. Dorothea and I will work on comms notfiication for the affected memberships
>  
> Thank you for your support and feedback!
>  
>  
> =Arnalie
> Board liason for MWG
>  
> # More details
>  
> Members are supposed to pay when they sign-up, unless the board otherwise provides (AoA$25 "Unless the board otherwise provides, fees shall be payable in advance."). Active contributor membership applications are essentially membership applications where the membership fee is waived, if the applicants prove they have enough mapping or non-mapping contributions.
>  
> In this situation, due to the CiviCRM error, the board provided to community members who signed-up via the active contributor program (for mapping contributions) essentially with a delay in the date that their fees have to be paid. The memberships are not in dispute, just the fees are in dispute.
>  
> Affected memberships which did not have 42 mapping days in the past 365 days at the time of sign-up will be considered as "in arrears"/"unpaid" . Those members will be asked to prove eligibility for waiving the membership fee, either by mapping or proving other contributions, or by paying. They also will have an option to cancel their memberships.
>  
> Members can pay their in arrears membership up to 1 week before the AGM to be eligible to vote in the current election.
>  
> Else, if people do not do any of the above, their membership is still considered in arrears. They won't be eligible to vote in the 2024 board election, and their membership will expire 1 year after the sign-up date.
> 
> > On 09/08/2024 18:46 PST Arnalie Vicario <arnalie.vicario at osmfoundation.org> wrote:
> >  
> >  
> > Dear OSMF members,
> >  
> > I have provide some updates on Issue 2 in the community forum: https://community.openstreetmap.org/t/awareness-on-membership-software-civicrm-issues-under-membership-wg-and-board-review/117106/4 and cross-posting it here:
> >  
> > Thanks for your patience. Here are some updates on Issue 2:
> > * Based on MWG investigation, the bug very likely started 1Dec2023 with 573 applications from then
> >  
> > * MWG run a script to detect affected applications and found that:
> > a. the bug not only automatically accept applications in cases where they were not eligible (number of mapping days in past 365 days less than 42), but also in cases where OSM username is left blank
> > b. 65% of the applications are in order; the remaining 45% have 1) no OSM username; 2) invalid* OSM usernames; and 3) did not meet the Active Contributor Membership criteria.
> >  
> > * We are developing a process to handle the issue with respect to the Active Contributor Membership and Board Elections criteria as well as the OSMF’s Article of Association, and in consultation with MWG and LWG. The proposed handling process in summary:
> > 1. check which application is affected
> > 2. recheck their eligibility for active contributor membership to confirm their membership, eligibility to vote and eligibility to self-nominate for the Board Elections
> > 3. An appeal process for those who do not meet the criteria
> >  
> > We hope to provide more updates soon. Thank you for your support and understanding.
> >  
> >  
> > =Arnalie
> > Board liason for MWG
> >  
> > *OSM usernames can be changed anytime so it may have been valid at the time of applications
> >  
> > 
> > > On 06/08/2024 20:01 PST Arnalie Vicario <arnalie.vicario at osmfoundation.org> wrote:
> > >  
> > >  
> > > Dear OSMF members,
> > >  
> > > I’d like to inform you about two separate issues detected regarding our membership software that can affect the upcoming OSMF Board Elections.
> > >  
> > > Issue 1: As we became aware from the last election, some members who are eligible to vote did not receive a ballot due to a bug in our membership management software and PayPal payments.
> > > * The Board (Sarah and I) are working with the Membership WG to detect and monitor potentially affected renewal.
> > > * A consultant is also working on the issue.
> > > * We will notify everybody when ballots are sent out, so that you make sure, you receive your ballot and let us know if there are issues.
> > > Issue 2: As mentioned during board meetings, it was discovered that active contributor memberships were automatically granted after people applied, even in cases where they were not eligible (number of mapping days in past 365 days less than 42).
> > > * The software bug has been recently fixed.
> > > * The Board and the Membership WG will notify affected applications. We hope to do this by the end of this week.
> > > Thank you for your cooperation and understanding.
> > >  
> > >  
> > > Warm regards,
> > > Arnalie
> > > Board liason for MWG
> > > Arnalie Vicario
> > > Board Member
> > > OpenStreetMap Foundation
> > > SUPPORT OpenStreetMap http://supporting.openstreetmap.org/
> > > 
> > > OSM / Mastodon: arnalielsewhere
> > > Whatsapp / Phone number: +63 936 327 4872
> > > Timezone: UTC +08:00 (Philippine Time)
> > >  
> > > Name & Registered Office:
> > > OpenStreetMap Foundation
> > > St John's Innovation Centre, Cowley Road, Cambridge, CB4 0WS, United Kingdom
> > > A company limited by guarantee, registered in England and Wales. Registration No. 05912761.
> > > 
> >  
> > Arnalie Vicario
> > Board Member
> > OpenStreetMap Foundation
> > SUPPORT OpenStreetMap http://supporting.openstreetmap.org/
> > 
> > OSM / Telegram / Twitter: arnalielsewhere
> > Whatsapp / Phone number: +63 936 327 4872
> > Timezone: UTC +08:00 (Philippine Time)
> >  
> > Name & Registered Office:
> > OpenStreetMap Foundation
> > St John's Innovation Centre, Cowley Road, Cambridge, CB4 0WS, United Kingdom
> > A company limited by guarantee, registered in England and Wales. Registration No. 05912761.
> > 
>  
> Arnalie Vicario
> Board Member
> OpenStreetMap Foundation
> SUPPORT OpenStreetMap http://supporting.openstreetmap.org/
> 
> OSM / Telegram / Twitter: arnalielsewhere
> Whatsapp / Phone number: +63 936 327 4872
> Timezone: UTC +08:00 (Philippine Time)
>  
> Name & Registered Office:
> OpenStreetMap Foundation
> St John's Innovation Centre, Cowley Road, Cambridge, CB4 0WS, United Kingdom
> A company limited by guarantee, registered in England and Wales. Registration No. 05912761.
> 

Arnalie Vicario
Board Member
OpenStreetMap Foundation
SUPPORT OpenStreetMap http://supporting.openstreetmap.org/
Become a Member https://supporting.openstreetmap.org/#Membership-Categories
State of the Map 2025 https://www.youtube.com/watch?v=Q5dyxy6YxG0 is coming to in Manila, Philippines!

OSM: arnalielsewhere https://osm.org/user/arnalielsewhere
Mastodon: @arnalielsewhere at en.osm.town https://en.osm.town/@arnalielsewhere
Whatsapp / Phone number: +63 936 327 4872
Timezone: UTC +08:00 (Philippine Time)

Name & Registered Office:
OpenStreetMap Foundation
St John's Innovation Centre, Cowley Road, Cambridge, CB4 0WS, United Kingdom
A company limited by guarantee, registered in England and Wales. Registration No. 05912761.

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