Foundation Management Tasks

This is a sample list based on some of the work done over a couple week period. Not all items are high priority, nor do they all take a ton of time to do. But the list will help give a sense of the nature of the type of tasks undertaken. For a high level view see Executive_Director_Job_Description -- TylerM

- = BUSINESS ADMINISTRATION =

Secretary

 * Keep official records of org.
 * Meeting minutes
 * Meeting planning and coordinating communications
 * Primary contact for MoUs, researchers, legal issues

Financial

 * Book keeping (enter details, download from bank, reconcile in quickbooks, produce reports)
 * Pay invoices
 * Pay committee and board expenses
 * File state reports
 * Submit invoices to sponsors
 * Follow up on invoices
 * Deposit funds
 * Track transfers from sponsors
 * Track sponsorship renewals/timing
 * Setup bank accounts, Paypal, bill payments
 * Coordinate with Registered Agent, pay fees
 * Generate reports, reconcile year end
 * Managing project sponsorship finances
 * Invoice, track, payout Summer of Code funds
 * Followup and track funds from FOSS4G, report in financials

Insurance

 * Review insurance needs
 * Forward options to Board
 * Select plans (D&O, GL, events, etc)
 * Handle renewal applications
 * Pay invoices

Communications

 * Front-end public contact for org.
 * Receiving mail (contrib agreements, invoices)
 * Send mail (payments, sponsors contacts, org. expenses, marketing material)
 * Phone, IM, direct contact
 * All other requests, questions that don't go to someone else or aren't answers by a committee
 * Update website content with News, Events
 * Help Local Chapters get started, present to Board, ongoing discussions to guide them
 * Reporting issues, ideas to Board
 * Monitor postal boxes, forwarding mail as appropriate
 * Survey and query broader community on important issues

Systems

 * Helping coordinate, redesign, migrations and upgrades of website
 * Helping when volunteers cannot, as emergency contact for all sorts
 * Paying bills for services
 * Admin for wiki, drupal, planet, journal, mailman, drupal
 * Format and post sponsor logos, links
 * Clearing admindb queues, monitoring critical lists
 * Primary contact for DNS, SSL and more
 * Set up aliases, lists as required

= MARKETING =

Committee

 * Chair Marketing Committee, plan meetings
 * Identify priorities – events, material
 * Coordinate with volunteers
 * Design and host material
 * Coordinate with designers as required
 * Coordinate printing, shipment, payment of material for events
 * Maximizing OSGeo benefit from all events we are at

Events

 * Help coordinate OSGeo's presence at events
 * Speak as the OSGeo rep/contact
 * Plan OSGeo booth – material, manpower
 * Coordinate presentations for events
 * Plan special meetings with stakeholders
 * Plan board meetings at face-to-face meetups
 * Help FOSS4G chair
 * Serve on FOSS4G LOC
 * Drive sponsors to FOSS4G
 * Get OSGeo sponsorship needs in front of many eyes

Journal & Annual Report

 * Coordinate articles, papers, case study collection
 * Finalise document, spread through our channels
 * Engage with peer-review community
 * Publish FOSS4G proceedings
 * Printing for event handouts/outreach
 * Publish Annual Reports from community/projects/sponsors

= SPONSORSHIP & FUNDRAISING =
 * Build on Marketing by speaking to many people
 * Follow up with existing sponsors to keep them engaged and renewing
 * Track sponsorship renewal processes, invoice, follow up, book keeping, etc.
 * Identify potential new sponsors through face to face meetings at conferences (at the booth, or from the front as speaker)
 * Coordinate special events to help draw in more interest and potentially more sponsors as they see OSGeo In Action
 * Visit sponsors and talk through challenges, needs and ideas they have (very valuable!)
 * Find overlap between OSGeo projects, members, companies and sponsors – connecting their network
 * Invite OSGeo sponsors toward FOSS4G sponsorship (vice versa)
 * Brainstorm ideas (e.g. free passes for sponsors, paid membership, sponsor packs, etc)
 * Set up Paypal donation linkages and accounts
 * Track changes in sponsor contacts, new emails, start new relationships