Merge pull request #256 from UKPythonAssociation/document-decision-ma…

…king-process

Document the decision making policy.

source/policies/decision-making.rst

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+Decision Making Policy
+======================
+
+All decision making processes described below are written to ensure
+transparency.
+
+Decisions
+---------
+
+When a decision is made this is denoted in an :code:`rst` file in the
+:code:`ukpa-internaldocs/source/decisions/` subdirectory.
+
+Examples of these include:
+
+- :doc:`../decisions/2020-02-15-add-policy-on-minors`
+- :doc:`../decisions/2022-11-19-treasurer-and-chair`
+
+Decisions can lead to a policy of the UKPA.
+
+Agreement of decisions
+**********************
+
+For a decision to be agreed the following has to occur:
+
+1. A pull request on the `ukpa internaldocs github repository
+   <https://github.com/UKPythonAssociation/ukpa-internaldocs>`_ must be opened
+   with the modifications recorded in a :code:`source/decisions/<file.rst>`.
+2. This pull request should be labeled with either :code:`Trustee Meeting
+   Decision` or :code:`Resolution Decision` as appropriate.
+3. All trustees involved with the decision (as per the constitution) need to
+   approve the pull request (using Github's functionality to do so).
+4. The pull request must be merged.
+
+Policies
+--------
+
+A policy of the UKPA is recorded in an :code:`rst` file in the
+:code:`ukpa-internaldocs/source/policies/` subdirectory.
+
+Examples of these include:
+
+- :doc:`../policies/expenses-policy`
+- :doc:`../policies/john-pinner-award-policy`
+
+Meeting records
+---------------
+
+All meetings of the UKPA are recorded in an :code:`rst` file in the
+:code:`ukpa-internaldocs/source/meetings/` subdirectory:
+
+- General meetings are recorded in
+  :code:`ukpa-internaldocs/source/meetings/general/`
+- Trustee meetings are recorded in
+  :code:`ukpa-internaldocs/source/meetings/general/`
+
+Records of meetings should include:
+
+- List of those present;
+- Apologies for absences;
+- References to all decisions made.