Named Role Holder Ending Term of Office Procedure

Adopted by the Board on 25th March 2015.

A person appointed by the Board to a named Role will cease to hold that role if:

• They cease to be a Freegle Volunteer (1); or
• They resign their office to the Board (2); or
• They are absent without agreement for communication for a period of 4 weeks and the Board decides that their office is vacated (3); or
• There is a breach of their agreed Role Remit (4).

PROCEDURE

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

• 1. Ceases to be a Freegle Volunteer
  • a. A role holder ceases to be eligible to be a role holder if they are no longer a current owner, moderator or volunteer of a Freegle affiliated local group or are a national volunteer.
  • b. If the role holder does not voluntarily resign from their role, the Board will hold an internal vote to remove the role holder without prejudice.(7)
  • c. The removal will be notified to Central.
  • d. The role holder 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 role holder should tender their resignation by email to the Board only in the first instance.
  • b. A maximum of a week will be allowed for the role holder to reconsider their resignation. If the request is withdrawn the Board will vote whether to accept the withdrawal. If the withdrawal is accepted by the Board, the role holder will continue in post.
  • c. When the resignation is accepted the role holder will be asked to inform Central of their resignation and they will no longer be entitled to be party to the designated mailbox or any closed support/discussion groups related specifically to the role. If the role holder chooses not to inform Central themselves within 3 days, the Board will inform Central of the resignation.
  • d. The role holder can remain on centrally run groups whilst they are still a Freegle Volunteer.

• 3. Absent
  • a. If a role holder does not post on a central discussion or closed support group for more than 14 days without notice or otherwise make contact when there is ongoing active discussion relating to the remits of the role the Board will try 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 without prior arrangement or notification for more than 4 consecutive weeks when there is ongoing active discussion relating to the remits of the role the Board can vote for:
    • Improvement request (5)
    • Mediation (6)
    • Removal (7)
  • c. The role holder can remain on centrally run groups whilst they are still a Freegle Volunteer.

• 4. Breach of Role Remit
  • a. The Board can vote for:
    • Improvement request (5)
    • Mediation (6)
    • A vote of no confidence, leading to removal (7)
  • b. If a vote of no-confidence is upheld the role holder 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.
  • d. The role holder 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 role holder with agreement of the Board.
  • 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 and kept confidential within the Board
  • e. If a role holder is removed, dates and brief details of improvement requests, if relevant to the reason for removal, will be supplied to any relevant complaint.

• 6. Mediation
• In any dispute, any role holder may request that the complaints procedure be used where appropriate.

• 7. Removal
• If a role holder is removed under the terms of this procedure, they are entitled to appeal the decision within 7 days of notification of removal. The removed role holder should lodge this with the Acting Ombudsman who will review this in line with the Complaints Procedure.

Links:

• Named Roles
• Glossary
• Previous equivalent Freegle UK document: ORO Ending Terms of Office Procedure
• Document Approval Policy