Secretary

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
    • 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) - 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
  • 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

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