Document Approval Policy

This policy was adopted by the Board on 27th August 2014

The Board will formally adopt all policies, procedures and remits.

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 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 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.

‘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 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.

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
• Recommendation: As an Extraordinary Resolution to a General Meeting
• 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

• Initial proposal to adopt or change: Can be made by Members or Volunteers
• Discussion: On Working Groups or within the Board. Start of Topic Notification posted to Central with suggested timeline for discussion.
• Recommendation: Poll on Working Group to recommend to Board
• 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.

d. Guidelines

• Initial proposal to adopt or change: Can be made by Members or Volunteers
• Discussion: On Working Groups, Teams, by Role Holders or the Board
• Recommendation: To the Working Group,Team or Board, depending on where discussion has taken place.
• 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.

e. Information

• Initial proposal to adopt or change: can be made by Members or Volunteers
• Discussion: On Central, Working Groups, Teams, by Role Holders or Directors
• Recommendation: To Central for information
• Process of decision/implementation: To be reviewed as part of the general monthly review of wiki.

Amendments to this document - refer to this document!

Glossary