Reps Ending Term of Office Procedure

This document is being proposed to replace the existing Ending Term of Office Procedures for Reps. The revisions are based on experiences gained from going through the process and findng out where changes were needed to make the process fair to all parties and to ensure it was practical to implement. The two main policy changes are to give the Reps power to remove one of their own number, subject to an appeal, and to strengthen the position of Ombudsman in the Appeals process.

Until the results of the national poll are known, the previous document remains in force.

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PROPOSED REVISION FREEGLE REPS - ENDING TERM OF OFFICE PROCEDURES

Definitions: Freegle Volunteer(s) - voting member(s) of Freegle Central - Freegle UK Central Yahoo group Rep(s) - member(s) of the Freegle Representative Group Reps Discussion Group - Yahoo group used exclusively for Reps business Ombudsman - elected officer whose role is to oversee Mediation and Appeal Panels. The Deputy Ombudsman will act as Ombudsman as appropriate. 2/3 majority - 6 of 9, 6 of 8, 5 of 7 or 4 of 6 eligible voting Reps. If there are less than 6 eligible voting Reps available, voting will be deferred until new Reps are appointed. 7/9 majority -7 of 9, 6 of 8, 6 of 7 or 5 of 6 eligible voting Reps If there are less than 6 eligible voting Reps available, voting will be deferred until new Reps are appointed. Eligible voting Reps - Reps who are in post

POLICY

A Rep will cease to hold office if:

• They cease to be a Freegle Volunteer (1); or

• They resign their office to Central (2); or

• They are absent without agreement for all discussions held within a period of three months and the Reps decide by 7/9 majority vote that their office is vacated (3); or

• There is a breach of Freegle Reps Working Practices (4).

If a vacancy arises for a Rep, an election will be called of Freegle Volunteers.

PROCEDURE

(Each step in the sections to be taken in order)

1. Ceases to be a Freegle Volunteer

a. A Rep ceases to be eligible to be a Rep if they are no longer a current owner, moderator or volunteer of a Freegle affiliated local group. b. If the Rep does not voluntarily resign as a Rep, the Reps will hold an internal vote, which can be carried by 7/9 majority, to remove the Rep without prejudice.(7) c. The removal will be notified to Central and the Ombudsman. d If the Ombudsman doesn’t receive a request for an appeal they will inform Central that there is a vacancy and the election process will be triggered for a replacement if applicable. Polling papers will give the reason for the vacancy. e. The ex-Rep can remain as a member of centrally run groups in accordance with our rules that apply to all ex-Freegle Volunteers.

2. Resignation

a. The Rep should tender their resignation by email to the Reps Discussion Group only in the first instance b. A maximum of a week will be allowed for the Rep to reconsider their resignation. If the request is withdrawn the Reps will vote whether to accept the withdrawal. If the withdrawal is accepted by 7/9 majority the Rep will continue in post. c. When the resignation is accepted the Rep will be asked to inform Central of their resignation and they will no longer be entitled to be part of the Reps Discussion Group. If the Rep chooses not to inform Central themselves within 3 days, the Reps will inform Central of the resignation. d. The resignation to Central will trigger the election process if applicable. The polling papers will give a reason, as agreed by the resigning Rep, for the vacancy. e. The ex-Rep can remain on centrally run groups whilst they are still a Freegle Volunteer.

3. Absent

a. If a Rep does not post on the Reps Discussion Group for more than 7 days without notice or otherwise make contact, the remaining Reps will designate one of their number to establish contact by email, telephone or by checking with co-group owners and/or moderators on their home or neighbouring Freegle groups. b. If there is no contact with any Rep without prior arrangement or notification for more than 4 consecutive weeks Reps can vote by 2/3 majority for:

• Improvement request (5)

• Mediation (6) or by 7/9 majority for:

• Removal (7) c. If the Ombudsman doesn’t receive a request for Appeal, they will inform Central that there is an effective vacancy and the election process will be triggered for a replacement if applicable.. Polling papers will give the reason for the vacancy. d. The ex-Rep can remain on centrally run groups whilst they are still a Freegle Volunteer.

4. Breach of Working Practices

a. The Reps can vote by 2/3 majority for:

• Improvement request (5)

• Mediation (6)

or by 7/9 majority for:

• A vote of no confidence, leading to removal (7) b. If a vote of no-confidence is upheld the Rep concerned must be offered the opportunity to resign on Central and given a week to consider this request. If a resignation is subsequently withdrawn, clause 4(c) will apply as if the resignation had not been tendered. c. The removal will be notified to Central and the Ombudsman. d. If the Ombudsman does not receive a request for Appeal, they will inform Central that there is a vacancy and the election process will be triggered for a replacement if applicable. Polling papers will give the reason for the vacancy. e. The ex-Rep can remain on centrally run groups whilst they are still a Freegle Volunteer.

5. Improvement Request

a. The purpose of a request is to seek to find ways to improve ways of working. b. The request will be be issued to a Rep with agreement of 2/3 majority of other Reps. c. The request will be issued by email, accompanied by suggestions for development and opportunities for discussing the issue that is proving difficult. d. The request will be logged by the Reps and will be kept confidential within the Reps Discussion Group. e. If a Rep is removed, dates and brief details of improvement requests, if relevant to the reason for removal, will be supplied to any relevant Appeals Panel.

6. Mediation

In any dispute, any Rep may request that formal mediation be used where appropriate

7. Removal

If a Rep is voted to be removed from office under the terms of this procedure, they are entitled to Appeal the decision within 7 days of notification of removal. The removed Rep should lodge this Appeal with the Ombudsman who will initiate the Appeals Panel procedure.

8. Adoption/Amendment of this Document

This document is subject to adoption by a poll of Freegle Volunteers by a simple majority of over 50% of those voting. Any subsequent amendments should be proposed via a Working Group to the Reps who can approve proposed amendments for a trial period, subject to ratification within 6 months by a poll of Freegle Volunteers, with a simple majority of over 50% of those voting.

Related documents: Freegle_Group_Membership_Policy Mediation_Service Appeals_Panel and subsequent proposed revision Appeal Panel Procedure

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