Difference between revisions of "Secretary"
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astrid_emde (talk | contribs) (changed secretary to Astrid Emde (before it was Jachym Cepicky)) |
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| − | Current OSGeo Secretary is [[User: | + | Current OSGeo Secretary is [[User:Astrid_Emde|Astrid Emde]] |
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== Regular Tasks == | == Regular Tasks == | ||
=== Often === | === Often === | ||
| − | + | Scribe minutes from board meetings (see https://wiki.osgeo.org/wiki/Board_of_Directors) | |
| − | + | * when the secretary is absent, this can be done by any board member | |
| − | + | * the scribe is also responsible for conducting the follow-up formal votes via loomio polls | |
| + | ** Loomio: https://www.loomio.org/g/kdSmIwxu | ||
| + | ** Todos on Gitea: https://git.osgeo.org/gitea/osgeo/todo/issues/ | ||
| + | Transfer Motions to Loomio Polls | ||
| + | * open polls for every motion made in meetings at Loomio | ||
| + | * https://www.loomio.org/polls | ||
=== After elections === | === After elections === | ||
* Make sure, board members obtain their @osgeo.org address | * Make sure, board members obtain their @osgeo.org address | ||
| − | * Make sure they get | + | * Make sure they get [[Board_of_Directors/OnboardingChecklist#Nextcloud Nextcloud]] access |
| − | * make sure they have svn account | + | * (make sure they have svn account) |
| − | * Update wiki and osgeo.org | + | * Update wiki and osgeo.org page the passwords! |
| − | * Send info for new members | + | * Send info for new members |
| − | * Get private addresses, mails and phone numbers for the insurance | + | ** See onboarding checklist: https://wiki.osgeo.org/wiki/Board_of_Directors/OnboardingChecklist |
| + | ** Archive see Arnulf's blog page http://arnulf.us/sevendipity/archives/49-OSGeo-Director-Retrospective.html | ||
| + | * Get private addresses, mails and phone numbers for the insurance | ||
* Ask for wiki page update, add/remove [ [Category:Board of Directors] ] tag | * Ask for wiki page update, add/remove [ [Category:Board of Directors] ] tag | ||
| + | * Ask for update of the member page https://osgeo.org | ||
=== Annual (at least) === | === Annual (at least) === | ||
| − | * Check Board and officers | + | * Check Board and officers https://www.osgeo.org/about/board/ |
| − | * Check contact to Local Chapters | + | * Check contact to Local Chapters https://www.osgeo.org/local-chapters/ |
| − | * Update/control contact points of | + | ** Update/control contact points of Chapters, Projects, Board members |
| + | *** https://www.osgeo.org/local-chapters/ | ||
| + | *** https://www.osgeo.org/about/board/ | ||
| + | *** https://www.osgeo.org/about/charter-members/ | ||
* File Delaware franchise tax and file annual report (one step) - [http://corp.delaware.gov/paytaxes.shtml here] | * File Delaware franchise tax and file annual report (one step) - [http://corp.delaware.gov/paytaxes.shtml here] | ||
** ''note: mpg never did this; presumably this has been handled by the Treasurer'' | ** ''note: mpg never did this; presumably this has been handled by the Treasurer'' | ||
| Line 30: | Line 40: | ||
==Record-keeping== | ==Record-keeping== | ||
| − | Note all records are kept in the OSGeo | + | Note all records are kept in the OSGeo [[Board_of_Directors/OnboardingChecklist#Nextcloud Nextcloud]] |
| + | === charter membership=== | ||
* Maintain the charter membership spreadsheet | * Maintain the charter membership spreadsheet | ||
** Maintain list with full name, nationality, email address, etc | ** Maintain list with full name, nationality, email address, etc | ||
| Line 37: | Line 48: | ||
** Tag inactive Charter Members (and remove from list / subtract from elections total voters) | ** Tag inactive Charter Members (and remove from list / subtract from elections total voters) | ||
| − | + | === Contributor agreements=== | |
| − | + | * Maintaining electronic folder of contributor agreements | |
| − | ** Archive paper copies | + | ** store new CLAs on gitea https://git.osgeo.org/gitea/Board/cla |
| − | + | * Archive paper copies | |
| − | + | ** ''note: these currently live at astroidex's house'' | |
| + | * Update web page of contributor agreements | ||
| + | ** https://www.osgeo.org/resources/individual-contributor-license/ | ||
| + | ** https://www.osgeo.org/resources/corporate-contributor-license/ | ||
| + | |||
| + | === Mou === | ||
| + | * https://wiki.osgeo.org/wiki/Category:MoU | ||
| + | * upload all the Mou-pdf documents to https://git.osgeo.org/gitea/Board/mous | ||
| + | * Link the MOU to the partner page https://www.osgeo.org/partners/ | ||
| + | * give the paper to the secretary to add to the paper archive | ||
| + | == TODO == | ||
| + | * todos are managed in gitea: https://git.osgeo.org/gitea/osgeo/todo/issues | ||
| − | + | move tasks to todos | |
* 2014-09-18 contact info (uptodate email addresses) of each project officer for the http://www.osgeo.org/content/foundation/board_and_officers.html, see | * 2014-09-18 contact info (uptodate email addresses) of each project officer for the http://www.osgeo.org/content/foundation/board_and_officers.html, see | ||
http://lists.osgeo.org/pipermail/board/2014-September/012136.html for more info | http://lists.osgeo.org/pipermail/board/2014-September/012136.html for more info | ||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
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* Talk to sponsors (as board) | * Talk to sponsors (as board) | ||
* Talk to organisations on our events - and on their events (as board) | * Talk to organisations on our events - and on their events (as board) | ||
| Line 62: | Line 77: | ||
* Get the passwords: | * Get the passwords: | ||
** osgeo.org page | ** osgeo.org page | ||
| − | + | ||
| + | |||
| + | [[Category:Finance]] | ||
| + | [[Category:Elections]] | ||
| + | [[Category:OSGeo Officers]] | ||
| + | [[Category:Board Approval Pending]] | ||
Latest revision as of 14:19, 9 September 2020
Current OSGeo Secretary is Astrid Emde
Regular Tasks
Often
Scribe minutes from board meetings (see https://wiki.osgeo.org/wiki/Board_of_Directors)
- when the secretary is absent, this can be done by any board member
- the scribe is also responsible for conducting the follow-up formal votes via loomio polls
- Loomio: https://www.loomio.org/g/kdSmIwxu
- Todos on Gitea: https://git.osgeo.org/gitea/osgeo/todo/issues/
Transfer Motions to Loomio Polls
- open polls for every motion made in meetings at Loomio
- https://www.loomio.org/polls
After elections
- Make sure, board members obtain their @osgeo.org address
- Make sure they get Board_of_Directors/OnboardingChecklist#Nextcloud Nextcloud access
- (make sure they have svn account)
- Update wiki and osgeo.org page the passwords!
- Send info for new members
- See onboarding checklist: https://wiki.osgeo.org/wiki/Board_of_Directors/OnboardingChecklist
- Archive see Arnulf's blog page http://arnulf.us/sevendipity/archives/49-OSGeo-Director-Retrospective.html
- Get private addresses, mails and phone numbers for the insurance
- Ask for wiki page update, add/remove [ [Category:Board of Directors] ] tag
- Ask for update of the member page https://osgeo.org
Annual (at least)
- Check Board and officers https://www.osgeo.org/about/board/
- Check contact to Local Chapters https://www.osgeo.org/local-chapters/
- Update/control contact points of Chapters, Projects, Board members
- File Delaware franchise tax and file annual report (one step) - here
- note: mpg never did this; presumably this has been handled by the Treasurer
- File British Columbia extra-provincial society annual report (filed by Pat at Oliver and Co. lawyers, Williams Lake, BC)
- note: mpg never did this; maybe it's a Daniel/Treasurer thing?
Record-keeping
Note all records are kept in the OSGeo Board_of_Directors/OnboardingChecklist#Nextcloud Nextcloud
charter membership
- Maintain the charter membership spreadsheet
- Maintain list with full name, nationality, email address, etc
- Track last-voted dates (to monitor activity status), in cooperation with CROs
- Tag inactive Charter Members (and remove from list / subtract from elections total voters)
Contributor agreements
- Maintaining electronic folder of contributor agreements
- store new CLAs on gitea https://git.osgeo.org/gitea/Board/cla
- Archive paper copies
- note: these currently live at astroidex's house
- Update web page of contributor agreements
Mou
- https://wiki.osgeo.org/wiki/Category:MoU
- upload all the Mou-pdf documents to https://git.osgeo.org/gitea/Board/mous
- Link the MOU to the partner page https://www.osgeo.org/partners/
- give the paper to the secretary to add to the paper archive
TODO
- todos are managed in gitea: https://git.osgeo.org/gitea/osgeo/todo/issues
move tasks to todos
- 2014-09-18 contact info (uptodate email addresses) of each project officer for the http://www.osgeo.org/content/foundation/board_and_officers.html, see
http://lists.osgeo.org/pipermail/board/2014-September/012136.html for more info
- Talk to sponsors (as board)
- Talk to organisations on our events - and on their events (as board)
- Private SVN repository (with sac https://trac.osgeo.org/osgeo/ticket/1404)
- List of passwords (in the private repository)
- Service for finding out particular member details and details about licence agreements
- Redefine incubation process (stars, levels, .... http://wiki.osgeo.org/wiki/5-star-rating)
- Get the passwords:
- osgeo.org page