Outsourcing TEI-C Administrative Duties

Overview

In 2015, the TEI-C Board of Directors considered soliciting quotes for outsourcing TEI-C administrative duties (aka "back office work") to a management company that specializes in supporting non-profits. At the time, the Board considered amending the Bylaws, especially offices held by Board members, in the hope that we could better manage the work in-house. In 2016, the Board revisited this discussion several times and decided it was once again worth exploring outsourcing options, even if only on a trial basis (2-3 years). While we have not given up on amending the Bylaws to make the Board more efficient, we will revisit possible amendments based on a new round of quotes from management companies.

Administrative Tasks

Below is a list of administrative tasks that the Board is currently managing in some capacity with the burden of the work on the Treasurer. Some of these are not necessarily candidates for outsourcing. They will be reviewed and ordered with the 2016 Board's consensus. For now, it's just a list with notes.

• Establish a "Headquarters": Currently, the TEI-C's address is associated with our Treasurer's home address. All official business and legal communications are sent and managed by the Treasurer.
  • Have firm establish an official address for the TEI-C not linked to someone's personal home!
  • Setup administrative emails, routed to firm
• Maintain Financials: Currently managed by TEI Treasurer with some help from an accountant for tax filings.
  • File taxes
  • Book-keeping
  • Reimbursements
  • Accounts payables
  • Reporting
  • Investing
• Manage Membership: Currently managed by TEI Treasurer.
  • Create member invoices for both new members and renewals
  •  Manage receipt and processing of member payments via check deposit, wire transfer or credit card
  • Reporting
• Voting: Currently managed by the Web Site admins
  • Setup the voting system
  • Initiate voting
  • Close voting
• Administer the TEI-C Web site: Current managed by TEI-C Website Administrator and Assistant Admin
  • Updating/adding new content (expected to be easier to handle after migration to WordPress)
  • liaising with system administrator on software updates (to WordPress, MediaWiki, etc.)
  • Administering email lists on Mailman
  • Monitoring messages to web@tei-c and info@tei-c for non-spam, replying or forwarding to others as appropriate
• Support for TEI Conference: Currently managed by TEI Treasurer
  • Manage funds between TEI-C and local hosts
  • Manage conference registration (?)
  • Broker A/V support
  • Setup of ConfTool