Difference between revisions of "Foundation Management Tasks"

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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
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This page lists tasks with different priority that need to be done by the Foundation.
  
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= Business Administration =
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= BUSINESS ADMINISTRATION =
 
  
 
== Secretary ==
 
== Secretary ==
 
* Keep official records of org.
 
* Keep official records of org.
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* Meeting minutes
 
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* Meeting planning and coordinating communications
 
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* Primary contact for MoUs, researchers, legal issues
 
  
 
== Financial ==
 
== Financial ==
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* Book keeping (enter details, download from bank, reconcile in quickbooks, produce reports)
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* Book keeping
 
* Pay invoices
 
* Pay invoices
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* Pay committee and board expenses
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* Submit and follow up on invoices
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* File state reports
 
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* Submit invoices to sponsors
 
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* Follow up on invoices
 
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* Deposit funds
 
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* Track transfers from sponsors
 
 
* Track sponsorship renewals/timing
 
* Track sponsorship renewals/timing
 
* Setup bank accounts, Paypal, bill payments
 
* Setup bank accounts, Paypal, bill payments
 
* Coordinate with Registered Agent, pay fees
 
* Coordinate with Registered Agent, pay fees
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* Generate reports, reconcile year end
 
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* Managing project sponsorship finances
 
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* Invoice, track, payout Summer of Code funds
 
 
* Followup and track funds from FOSS4G, report in financials
 
* Followup and track funds from FOSS4G, report in financials
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== Insurance ==
 
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* Review insurance needs
 
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* Forward options to Board
 
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* Select plans (D&O, GL, events, etc)
 
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* Handle renewal applications
 
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* Pay invoices
 
  
 
== Communications ==
 
== Communications ==
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* Front-end public contact for org.
 
 
* Receiving mail (contrib agreements, invoices)
 
* Receiving mail (contrib agreements, invoices)
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* Send mail (payments, sponsors contacts, org. expenses, marketing material)
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* Send mail (payments, sponsors contacts)
 
* Phone, IM, direct contact
 
* Phone, IM, direct contact
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* All other requests, questions that don't go to someone else or aren't answers by a committee
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* All requests that do not go to a responsible person or are not answered by a committee
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* Update website content with News, Events
 
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* Help Local Chapters get started, present to Board, ongoing discussions to guide them
 
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* Reporting issues, ideas to Board
 
 
* Monitor postal boxes, forwarding mail as appropriate
 
* Monitor postal boxes, forwarding mail as appropriate
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* Survey and query broader community on important issues
 
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== Systems ==
 
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* Helping coordinate, redesign, migrations and upgrades of website
 
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* Helping when volunteers cannot, as emergency contact for all sorts
 
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* Paying bills for services
 
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* Admin for wiki, drupal, planet, journal, mailman, drupal
 
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* Format and post sponsor logos, links
 
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* Clearing admindb queues, monitoring critical lists
 
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* Primary contact for DNS, SSL and more
 
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* Set up aliases, lists as required
 
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= MARKETING =
 
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== Committee ==
 
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* Chair Marketing Committee, plan meetings
 
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* Identify priorities – events, material
 
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* Coordinate with volunteers
 
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* Design and host material
 
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* Coordinate with designers as required
 
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* Coordinate printing, shipment, payment of material for events
 
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* Maximizing OSGeo benefit from all events we are at
 
  
 
== Events ==
 
== Events ==
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* Help coordinate OSGeo's presence at events
 
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* Speak as the OSGeo rep/contact
 
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* Plan OSGeo booth – material, manpower
 
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* Coordinate presentations for events
 
 
* Plan special meetings with stakeholders
 
* Plan special meetings with stakeholders
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* Plan board meetings at face-to-face meetups
 
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* Help FOSS4G chair
 
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* Serve on FOSS4G LOC
 
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* Drive sponsors to FOSS4G
 
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* Get OSGeo sponsorship needs in front of many eyes
 
  
 
== Journal & Annual Report ==
 
== Journal & Annual Report ==
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''This should be delegated to a working group or committee''
 
* Coordinate articles, papers, case study collection
 
* Coordinate articles, papers, case study collection
 
* Finalise document, spread through our channels
 
* Finalise document, spread through our channels
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* Publish Annual Reports from community/projects/sponsors
 
* Publish Annual Reports from community/projects/sponsors
  
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= SPONSORSHIP & FUNDRAISING =
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= Sponsorship & Fundraising =
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* Build on Marketing by speaking to many people
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* Follow up with existing sponsors to keep them engaged and renewing.
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* Follow up with existing sponsors to keep them engaged and renewing
 
 
* Track sponsorship renewal processes, invoice, follow up, book keeping, etc.
 
* Track sponsorship renewal processes, invoice, follow up, book keeping, etc.
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* Identify potential new sponsors through face to face meetings at conferences (at the booth, or from the front as speaker)
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* Visit sponsors and talk through challenges, needs and ideas they have.
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* Coordinate special events to help draw in more interest and potentially more sponsors as they see OSGeo In Action
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* Track changes in sponsor contacts.
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* Visit sponsors and talk through challenges, needs and ideas they have (very valuable!)
 
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* Find overlap between OSGeo projects, members, companies and sponsors – connecting their network
 
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* Invite OSGeo sponsors toward FOSS4G sponsorship (vice versa)
 
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* Brainstorm ideas (e.g. free passes for sponsors, paid membership, sponsor packs, etc)
 
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* Set up Paypal donation linkages and accounts
 
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* Track changes in sponsor contacts, new emails, start new relationships
 

Latest revision as of 17:20, 18 November 2011

This page lists tasks with different priority that need to be done by the Foundation.

Business Administration

Secretary

  • Keep official records of org.

Financial

  • Book keeping
  • Pay invoices
  • Submit and follow up on invoices
  • Track sponsorship renewals/timing
  • Setup bank accounts, Paypal, bill payments
  • Coordinate with Registered Agent, pay fees
  • Followup and track funds from FOSS4G, report in financials

Communications

  • Receiving mail (contrib agreements, invoices)
  • Send mail (payments, sponsors contacts)
  • Phone, IM, direct contact
  • All requests that do not go to a responsible person or are not answered by a committee
  • Monitor postal boxes, forwarding mail as appropriate

Events

  • Plan special meetings with stakeholders

Journal & Annual Report

This should be delegated to a working group or committee

  • 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

  • Follow up with existing sponsors to keep them engaged and renewing.
  • Track sponsorship renewal processes, invoice, follow up, book keeping, etc.
  • Visit sponsors and talk through challenges, needs and ideas they have.
  • Track changes in sponsor contacts.
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