diff --git a/subcommitte_policy_v3.md b/subcommitte_policy_v3.md new file mode 100644 index 0000000..f846063 --- /dev/null +++ b/subcommitte_policy_v3.md @@ -0,0 +1,319 @@ +Sub-committee policy V3 +======================= + + +Overview +-------- + +Subcommittees are a service Linux Australia offers to open source +community. They are open source groups that have chosen to become +part of Linux Australia and thus take advantage of being legal entity +that can provide logistical resources like insurance, bank accounts, +accounting facilities, taxation, name recognition and financial +backing. + + +Definitions +----------- + +* An subcommittee is classified as either an Event Subcommittee + which is created to run an event over a fixed period and then + disbands or a Standing Subcommittee, which runs until it is + wound up. + +* A subcommittee can be trading which means it manages money, + requires a bank account and accounting facilities or + non-trading. + +* Trading subcommittee's that borrow money from Linux + Australia are called pecuniary subcommittees. + + +Committee Home Page +------------------- + +All Subcommittees must maintain their home page on Linux Australia's +web site. (Out of date home pages is one of the ways Linux Australia +detects inactive Subcommittee's.) The home page must contain the +following information on it somewhere that is available to the +public: + +* The name of the subcommittee. + +* The subcommittees objectives. This tells interested people what + the subcommittee does. + +* How to contact the subcommittee and the expected response time. + The subcommittee must have provide a means of doing this, but + may ask Linux Australia to providing a mailing list that will be + managed by them. + +* The name of the current director of the subcommittee. Trading + subcommittees must also nominate their treasurer. + +* A list of current and past activities. At a minimum this section + must contain all the annual reports it gives to Linux Australia. + +* A list of additional web sites, email lists, social media and + similar acidities the subcommittee maintains. + +* Standing subcommittees must also have the follow on their web site. + Event subcommittees are not required to have these items. + + * The name of people on the board and their roles. + + * If a standing subcommittee will not unconditionally accept all + Linux Australia members as ordinary members it must state what + the criteria for membership is. For example a subcommittee that + manages conference bids might say its members generally been + involved in running the conference in prior years. Or the + subcommittee might place an upper limit on the number of + members it can accept. + + * If a standing subcommittee limits membership it must describe the + process it uses to admit members. This process must be + transparent: for example, an open vote by the board, recorded in + the minutes. + + * The date & place of the meeting that will elect board members + must be announced and listed on this page with least 2 weeks + notice. + +* Event subcommittees must maintain a list of details for their event. + + * Event opening and closing dates. + * The main venue. + * Planned opening of ticket sales and relevant URL. + * Open and closing of call for papers. + +* Any other rules and by-laws the subcommittee may wish to provide. + +The following details must also be available from the home page, +but do not have to be public. + +* A list of personal contact details. At a minimum this list must + contain all board members. The details must include a current + phone number and email address. IM details are often helpful (eg, + idles on irc freenode#channel). Noting the secure mechanism such + available (such as GPG keys or Signal) is also helpful. + +* The details of all accounts the subcommittee maintains: + + * Which of the above contacts have access to each bank account, + and what payment authorisation level they have. + + * Which of the above contacts have access to Xero, and their + authorisation level. + + * Which of the above contacts need access to the Linux Australia + web site, and the access level. + + * Which of the above contacts need access to payment gateways + (eg Stripe), and the access level. + +* Standing subcommittees must maintain a list of current members + that is accessible to the Linux Australia Executive and available + on request to other members. + +* Pecuniary subcommittees must provide a read only link to their live + budget. + + +Establishing a subcommittee +--------------------------- + +To establish a subcommittee go through the following steps: + +* Only Linux Australia members can establish subcommittees, so the + first step is to ensure you are all current members. + +* Send an email to council@linux.org.au stating you are establishing + a subcommittee giving a brief description of what the subcommittee + will do, and nominating a potential URL for the subcommittee's + home page. If the executive does not respond within 28 days feel + free to hound them. + +* If the Linux Australia executive gives you access create the + subcommittee home page as described above, but do not make it + public. The home page is the formal proposal to create the + subcommittee and it is primarily what Linux Australia will have + it's decision on. The council will probably ask for + clarifications and changes. + +* If the council decides to accept a trading subcommittee the + board members must now complete a training course (induction) + before they will be given access to Linux Australia + infrastructure. + +* The new subcommittee board must communicate in writing all the + subcommittee members will follow this and all other applicable + Linux Australia policies, procedures and its constitution. Non + pecuniary subcommittees must also acknowledge they will be + personally liable for any expenses that exceed the balance of their + bank account. Pecuniary subcommittees must acknowledge if the + event makes a loss and the events expenditure exceeded the total + of normal expenditure listed in the budget plus any expenditure + subsequently agreed to in writing by Linux Australia, they will + be personally liable whichever is smaller - the loss or the excess + expenditure. + +* Only on completion of all of the above is the subcommittee is the + formally established. The home page of a standing subcommittees + will be published immediately, and it's establishment and URL will + be announced to the Linux Australia membership. Event + subcommittees can at their option delay the announcement. + +Pecuniary subcommittees must include a budget spreadsheet in their +proposal: + +* Currently all events requiring funding from Linux Australia must + return a minimum 6% gross profit to Linux Australia. Gross profit + is calculated as (profit returned before tax * 100 divided by + income from all sources). + +* The budget should include discretionary expenditure items. These + discretionary expenses must be incurred only when it is reasonably + certain the event attain the minimum gross profit. + +* All normal and discretionary expenditure items must be arise from + running the event, and must be expected to be incurred before the + subcommittee is wound up. + +* The budget must show the minimum gross profit at the expected + attendance level with all discretionary items included. + +* If the event was held in previous years, the budget must show + the minimum gross profit with all discretionary items included + at the previous years attendance. + +* The budget must show a profit at the 75% smaller of last years + attendance and the expected attendance with no discretionary items + included. + +* The budget may include wish list items. Wish list expenditure + items can be only be incurred if the event is expected to exceed + the minimum gross profit. Unlike normal and discretionary + expenditure items wish list items do not need to be directly + related to running the event, however unrelated expenses will be + paid by the Linux Australia treasurer once the subcommittee has + wound up. + +* The budget must be accompanied by preliminary quotes for the major + expenditure items such as the venue and catering. + + +Ongoing Subcommittee Obligations +-------------------------------- + +Running subcommittees are responsible for do the following: + +* The subcommittee is responsible for maintaining its home page. + + * Please send an email to council@linux.org.au when any of the + following change: + + * Subcommittee contact points. + + * The constitution of the board. + + * Process used to elect members. + + * Details of people who require access to Linux Australia + Infrastructure. New people must go through the induction + process. + + * The subcommittee must obtain written authorisation to change: + + * The name of the committee. + + * The subcommittees objectives. + + * The criteria for membership. + + * Changes to a pecuniary subcommittees budget. + +* In November Standing subcommittees must supply their contribution + to the Linux Australia council's annual report to the Annual General + Meeting. Event subcommittees are only required to submit the same + report once in their lifetimes: just prior to wind up. In both + cases the subcommittee must also be post the report to their home + page. + +* Trading subcommittees must keep their accounting records up to date + and in particular they must ensure all bank accounts are reconciled + with the accounting system within a week. They must pay bills on or + before the due date. The must follow the + [Financial Process Guide][FPG] and [Expenses Policy][EP] (these will + be covered in the induction.) + +* Pecuniary subcommittees must add a "actuals" columns to their live + budget spreadsheet. The total of the actuals columns must agree + with the accounting system. + +* Pecuniary subcommittees are only authorised to incur liabilities + for normal expenses listed in their budget. Liabilities for + discretionary expenses can be incurred only after gaining written + approval from Linux Australia for each discretionary line item. + +* Pecuniary subcommittees must, after 1 weeks notice from Linux + Australia, make themselves available for at a video conference, and + during that conference be able to screen share conference web sites + and anything else that materially reflects on the financial outcome + of the conference. + +* Pecuniary subcommittees may request Linux Australian to transfer to + their bank account any cash flow deficit predicted by their budget + in the next 4 weeks. + +* No subcommittee may incur liabilities that exceed the balance of + their bank account. + +* As non-pecuniary subcommittees are part of Linux Australia they + must allocate their funds in accordance with Linux Australia's + constitution and polices, but beyond that are free to spend their + funds in accordance with the statement of objectives without + getting authorisation from the Linux Australia council. + +* These policies on the home page can not be changed without written + approval from the Linux Australia Executive: + + * The name. + * The objectives. + * Voting procedures electing the board. + + +Subcommittee Wind Up +-------------------- + +* A subcommittee can be wound up at any time by a 75% clear + majority vote of all the subcommittee members. + +* A subcommittee can be wound up at the sole discretion of the + Linux Australia council with 31 days notice. + +* These event may trigger automatic wind up: + + * Any information on the home page is more than 184 days out + of date. + + * The subcommittee does not submit its report for the Linux + Australia AGM. + + * Trading subcommittees do not keep the accounting system + up to date. + + * The subcommittee for not hold annual board elections + +* On wind up all subcommittee assets revert to Linux Australia's + general asset pool. However if a Standing subcommittee reforms + within 2 years of winding up, it's assets will be restored where + it's feasible to do so. + +* If a non-pecuniary subcommittee may choose to disassociate + themselves from Linux Australia and in doing so are welcome to + transfer their assets another entity, provided that entities + objectives align with Linux Australia's statement of objects and + the subcommittees objectives. + +[FPG]: http://linux.org.au/policies/financial-procedure-guide "Financial Process Guide" +[EP]: https://github.com/linuxaustralia/constitution_and_policies/blob/master/expense_policy.md "Expenses Policy"