Document Approval Policy: Difference between revisions

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


The Board will formally adopt all policies, procedures and remits. 
''Definition:  “Document/s” refers to Policy, Procedure or Remit''


Policies are set by the membership.  In practice policies will usually be drafted by Structure, go for discussion/approval in Central then be proposed to the Board which will normally ratify them. However policy can also be set by the Members at a General Meeting.
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 all proposals from Central, Working Groups, Teams or individuals on whether a document has been approved, modified or rejected. Submitted proposals will be considered at the next available Board meeting.
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.


The Board may adopt policies, procedures or remits that originate from the Board itself.  These will be reported to Central and Members.  A majority decision at a General Meeting can overturn any Board decision.
A majority decision at a General Meeting can overturn any Document adoption or changes.


===‘Hierarchy’ of documents:===
*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: Statement broadly describing the specific job, responsibilities or accountability of and for an individual, group, 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.


*Rules:  Binding, legal formal document setting out the obligations of Freegle Ltd
Unless otherwise stated, all polls/decisions will be by a simple majority of those voting.
*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 data about a range of subjects that gives further understanding
 
All these documents will be available on the Freegle Wiki.




===New Documents and Amendment Process:===
===New Documents and Amendment Process:===


====a. Rules====
====a. Rules====
 
Initial proposal to adopt or change: Can be made by any Member.
*Initial proposal to adopt or change: Can be made by any Member  
*Discussion: At a General Meeting.
*Discussion: At a General Meeting
*Decision: As an Extraordinary Resolution and vote of the General Meeting.
*Recommendation: As an Extraordinary Resolution to a 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.
*Decision: Vote at General Meeting.  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 or Volunteers
*Discussion: On Working Groups, within the Board or at a General Meeting
*Recommendation: Poll on Working Group to recommend to Board, or poll at General Meeting to adopt.
*Decision: Board to vote on recommendation from Working Group or Directors.  General Meeting majority Poll decisions to be accepted.  Working *Groups and Directors to report polls/decisions as part of their regular scheduled reports.
 
Note: Exception: [[Affiliation Requirements]] can only be changed by Freegle Member vote. Additional or amended mandatory requirements require at least 66% of the vote in order to be adopted.


====c. Procedures and Remits====
(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.


*Initial proposal to adopt or change: Can be made by Members or Volunteers
====b. Policies====
*Discussion: On Working Groups or within the Board.  Start of Topic Notification posted to Central with suggested timeline for discussion.
Initial proposal to adopt or change: Can be made by Members, Volunteers or the Board.
*Recommendation: Poll on Working Group to recommend to Board
*Discussion: On a Working Group, within the Board or at a General Meeting.
*Decision: Board to vote on recommendation from Working Group or Directors.  Working Groups and Directors to report polls/decisions as part of their regular scheduled reports.
*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.


====d.  Guidelines====
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.


*Initial proposal to adopt or change: Can be made by Members or Volunteers
====c. Procedures and Remits/Statements====
*Discussion: On Working Groups, Teams, by Role Holders or the Board
*proposal to adopt or change: Can be made by Members, Volunteers or the Board.
*Recommendation: To the Working Group,Team or Board, depending on where discussion has taken place.
*Discussion: On Working Groups or within the Board.
*Process of decision/implementation: Poll on Working Group or Team.  Working Groups and Directors to report polls/decisions as part of their regular scheduled reports.
*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.


====e. Information====
====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.


*Initial proposal to adopt or change: can be made by Members or Volunteers
====e. Information====
*Discussion: On Central, Working Groups, Teams, by Role Holders or Directors
*Initial proposal to adopt or change: can be made by Members or Volunteers or the Board.
*Recommendation: To Central for information
*Discussion: On Central, Working Groups, Teams, by Role Holders or Directors.
*Process of decision/implementation:  To be reviewed as part of the general monthly review of wiki.
*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!
Amendments to this document - refer to this document!


[[Glossary]]
Link: [[Glossary]]


[[category:Policies, Procedures, Remits]]
[[category:Policies, Procedures, Remits]]

Latest revision as of 12:29, 14 November 2024

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: Statement broadly describing the specific job, responsibilities or accountability of and for an individual, group, 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/Statements

  • 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

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