Difference between revisions of "Secretary"

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Current OSGeo Secretary is [[User:jachym|Jachym Cepicky]]
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Current OSGeo Secretary is [[User:Astrid_Emde|Astrid Emde]]
  
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== Annual Tasks ==
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== Regular Tasks ==
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=== Often ===
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Scribe minutes from board meetings (see https://wiki.osgeo.org/wiki/Board_of_Directors)
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* when the secretary is absent, this can be done by any board member
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* the scribe is also responsible for conducting the follow-up formal votes via loomio polls
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** Loomio: https://www.loomio.org/g/kdSmIwxu
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** Todos on Gitea: https://git.osgeo.org/gitea/osgeo/todo/issues/
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Transfer Motions to Loomio Polls
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* 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
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* Make sure they get [[Board_of_Directors/OnboardingChecklist#Nextcloud Nextcloud]] access
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* (make sure they have svn account)
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* Update wiki and osgeo.org page the passwords!
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* Send info for new members
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** See onboarding checklist: https://wiki.osgeo.org/wiki/Board_of_Directors/OnboardingChecklist
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** Archive see Arnulf's blog page http://arnulf.us/sevendipity/archives/49-OSGeo-Director-Retrospective.html
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* Get private addresses, mails and phone numbers for the insurance
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* Ask for wiki page update, add/remove [ [Category:Board of Directors] ] tag
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* Ask for update of the member page https://osgeo.org
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=== 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 Chapters, Projects, Board members
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*** https://www.osgeo.org/local-chapters/
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*** https://www.osgeo.org/about/board/
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*** 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''
 
* 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?''
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== Regular Tasks ==
 
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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 email
 
−
 
  
 
==Record-keeping==
 
==Record-keeping==
  
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Note all records are kept in the OSGeo DropBox folder.
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Note all records are kept in the OSGeo [[Board_of_Directors/OnboardingChecklist#Nextcloud Nextcloud]]
  
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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)
  
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* Contributor agreements
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=== Contributor agreements===
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** Maintaining electronic folder of contributor agreements  
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* Maintaining electronic folder of contributor agreements  
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** Archive paper copies
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** store new CLAs on gitea https://git.osgeo.org/gitea/Board/cla
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*** ''note: these currently live at mpg's house''
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* Archive paper copies
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** Update web page of contributor agreements
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** ''note: these currently live at astroidex's house''
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* Update web page of contributor agreements
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** https://www.osgeo.org/resources/individual-contributor-license/
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** https://www.osgeo.org/resources/corporate-contributor-license/
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=== 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
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* Redefine incubation process (stars, levels, .... http://wiki.osgeo.org/wiki/5-star-rating)
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* Get the passwords:
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** osgeo.org page
  
  

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)

Transfer Motions to Loomio Polls

After elections

Annual (at least)

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

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
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