Difference between revisions of "Secretary"

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(Record-keeping)
(Mou handling)
 
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Current OSGeo Secretary is [[User:mpg|Michael Gerlek]]
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Current OSGeo Secretary is [[User:Astrid_Emde|Astrid Emde]]
  
== Annual Tasks ==
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 +
== Regular Tasks ==
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=== Often ===
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Scribe minutes from board meetings
 +
* 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
 +
 
 +
Transfer Motions to Loomio Polls
 +
* open polls for every motion made in meetings at Loomio
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* https://www.loomio.org/polls
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 +
=== After elections ===
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* Make sure, board members obtain their @osgeo.org address
 +
* Make sure they get dropbox account
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* make sure they have svn account
 +
* Update wiki and osgeo.org page the passwords!
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* Send info for new members - copy Arnulf's blog page http://arnulf.us/sevendipity/archives/49-OSGeo-Director-Retrospective.html
 +
* Get private addresses, mails and phone numbers for the insurance (Dropbox/OSGeo-intl/contact/)
 +
* Ask for wiki page update, add/remove [ [Category:Board of Directors] ] tag
 +
 
 +
=== Annual (at least) ===
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* Check Board and officers https://www.osgeo.org/about/board/
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* Check contact to Local Chapters https://www.osgeo.org/local-chapters/
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** Update/control contact points of [[Contacts| Chapters, Projects, Board members]], make in line with http://www.osgeo.org/content/chapters/index.html  (last check 2014-09-23, not finished, work in progress)
 
* 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''
 
* File British Columbia extra-provincial society annual report (filed by Pat at Oliver and Co. lawyers, Williams Lake, BC)
 
* 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?''
 
** ''note: mpg never did this; maybe it's a Daniel/Treasurer thing?''
 
 
== Regular Tasks ==
 
* Scribe minutes from board meetings
 
** 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 email
 
 
  
 
==Record-keeping==
 
==Record-keeping==
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Note all records are kept in the OSGeo DropBox folder.
 
Note all records are kept in the OSGeo DropBox folder.
  
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=== 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
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** 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
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=== Contributor agreements===
** Maintaining electronic folder of contributor agreements  
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* Maintaining electronic folder of contributor agreements  
** Archive paper copies
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* Archive paper copies
*** ''note: these currently live at mpg's house''
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** ''note: these currently live at mpg's house''
** Update web page of contributor agreements
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* Update web page of contributor agreements
 +
 
 +
=== Mou ===
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* https://wiki.osgeo.org/wiki/Category:MoU
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* upload all the Mou-pdf documents to https://git.osgeo.org/gitea/Board/mous
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* Link the MOU to the partner page https://www.osgeo.org/partners/
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* give the paper to the secretary to add to the paper archive
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 +
== TODO ==
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* todos are managed in gitea: https://git.osgeo.org/gitea/osgeo/todo/issues
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 +
move tasks to todos
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* 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
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http://lists.osgeo.org/pipermail/board/2014-September/012136.html for more info
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* Talk to sponsors (as board)
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* Talk to organisations on our events - and on their events (as board)
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* Private SVN repository (with sac https://trac.osgeo.org/osgeo/ticket/1404)
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* List of passwords (in the private repository)
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* 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
  
  

Latest revision as of 07:21, 21 July 2018

Current OSGeo Secretary is Astrid Emde


Regular Tasks

Often

Scribe minutes from board meetings

  • 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

Transfer Motions to Loomio Polls

After elections

  • Make sure, board members obtain their @osgeo.org address
  • Make sure they get dropbox account
  • make sure they have svn account
  • Update wiki and osgeo.org page the passwords!
  • Send info for new members - copy Arnulf's blog page http://arnulf.us/sevendipity/archives/49-OSGeo-Director-Retrospective.html
  • Get private addresses, mails and phone numbers for the insurance (Dropbox/OSGeo-intl/contact/)
  • Ask for wiki page update, add/remove [ [Category:Board of Directors] ] tag

Annual (at least)

Record-keeping

Note all records are kept in the OSGeo DropBox folder.

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
  • Archive paper copies
    • note: these currently live at mpg's house
  • Update web page of contributor agreements

Mou

TODO

move tasks to todos

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