Operations & Tech Working Group

TERMS OF REFERENCE

Purpose

To oversee the stability, security, and continuous development of the Freegle digital platform.

Membership

• Chair: Lead for Technology & Innovation
• Board Members: Two additional Board members
• Co-opted Volunteers: Up to 4 technical volunteers

Key Responsibilities

• Managing the development roadmap and prioritising technical "sprints"
• Ensuring platform security, server maintenance, and uptime
• Managing GDPR compliance and technical data-handling protocols
• Evaluating and implementing new technologies to improve user experience

Financial Authority

• Budgeted: Authorised to approve spend within the levels of the Board-approved Annual Budget for Tech/Infrastructure operations
• Unbudgeted: Requires joint written approval from the Chairperson and the Finance Director ((or the Treasurer if one is absent)

Standard Governance Provisions Decision-Making & Voting

The Working Group should strive for consensus. However, as the Board is legally liable for the organisation's actions, formal voting rights on delegated authority matters are reserved for the Board members within the group. Volunteer members serve in an advisory and delivery capacity.

• Working Groups are to meet monthly to manage delivery and operations

• Reporting and Transparency
  • Minutes: A brief record of decisions and actions must be circulated to the full Board within 7 days of each meeting
  • Quarterly Reports: Each WG Chair must present an update at the quarterly Board meeting
  • Unbudgeted Spends: All approvals granted by the Chair/Finance Director/(or Treasurer in their absence) must be reported as a standing item to the full Board

• Conduct & Confidentiality
  • All Working Group members (Board and Volunteers) must adhere to Freegle’s Conflicts of Interest Procedure

The formation of this working group, with the above terms of reference, was agreed by the Board at their meeting of 2nd April 2026.

Links:

• Working Groups