Document Approval Policy

This policy was adopted by the Board on 10th April 2024.

Definition: “Document/s” refers to Policy, Procedure or Remit

The Board can adopt Documents or delegate adoption as they feel appropriate. All changes to Documents will be reported to the Board, relevant Teams and Central by the originator.

The Board will reply formally to any proposals from Central, Working Groups, Teams or individuals on whether a Document has been approved, modified, rejected or delegated. Any submitted proposals will be considered by or at the next available Board meeting.

A majority decision at a General Meeting can overturn any Document adoption or changes.

• RULES: Binding, legal formal document setting out the obligations of Freegle Ltd
• POLICY: Basic principles for Freegle which direct and/or limit work carried out to make Freegle function
• PROCEDURE: Practical steps needed to put policies and rules into action
• REMIT: Statement broadly describing the specific job, responsibilities and accountability of an individual, group or team
• GUIDELINE: Less formal document that expands on Rules, Policies, Procedures and Remits
• INFORMATION: General pages about a range of subjects that gives further understanding, usually to aid moderating of communities,

All these above are available on the Freegle Wiki.

Unless otherwise stated, all polls/decisions will be by a simple majority of those voting.

New Documents and Amendment Process:

a. Rules

Initial proposal to adopt or change: Can be made by any Member.

• Discussion: At a General Meeting.
• Decision: As an Extraordinary Resolution and vote of the General Meeting.
• Decision implementation: Any decision is subject to approval by the Financial Conduct Authority, HMRC and other funding partners as applicable. All decisions to be recorded in General Meeting Minutes.

(Rule 47.a.ii) Changes to the Rules can only be made by Extraordinary Resolution at a General Meeting, which is one passed by a majority of not less than 75% of votes cast at the meeting.

b. Policies

Initial proposal to adopt or change: Can be made by Members, Volunteers or the Board.

• Discussion: On a Working Group, within the Board or at a General Meeting.
• Decision: Poll on Working Group, within the Board, or poll at General Meeting to adopt.
• Decision implementation: Working Group and/or Board to report polls/decisions as part of their regular scheduled reports.

Note: Exception: Group Affiliation Requirements Policy can only be changed by Freegle Member vote, at a General Meeting or by specific Member poll. Additional or amended mandatory requirements require at least 66% of the vote in order to be adopted.

c. Procedures and Remits

• proposal to adopt or change: Can be made by Members, Volunteers or the Board.
• Discussion: On Working Groups or within the Board.
• Decision: Poll on Working Group or within the Board.
• Decision implementation: Working Group and/or Board to report polls/decisions as part of their regular scheduled reports.

d. Guidelines

• Initial proposal to adopt or change: Can be made by Members or Volunteers or Directors.
• Discussion: On Working Groups, Teams, by Role Holders or Directors.
• Decision: To the relevant Working Group or Board for a poll, depending on where discussion has taken place.
• Decision implementation: Working Group or Board to report polls/decisions as part of their regular scheduled reports.

e. Information

• Initial proposal to adopt or change: can be made by Members or Volunteers or the Board.
• Discussion: On Central, Working Groups, Teams, by Role Holders or Directors.
• Decision: On Central from discussion.
• Process of decision/implementation: Wiki editors to implement. Central to be informed via the monthly wiki review and report to Central.

Amendments to this document - refer to this document!

Link: Glossary