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