Board:Statement of duties

From Pirates without Borders

Contents 1 Duties 1.1 General Duties of the board 1.2 President 1.3 Vice President 1.4 Secretary 1.5 Treasurer 1.6 Technical Administrator 2 Session Procedure 2.1 Meeting 2.2 Applications 2.3 Decisions 2.3.1 Quorum 2.3.2 Regular decision-making 2.3.3 Circular decrees 2.4 Procedural Motions 2.5 Questions by members 2.6 Minutes guidelines 2.7 Changes to the specification

Duties

General Duties of the board

The board

• is the administrative body of the association
• respects and acts according to the interests of the association
• implements the decisions of the general assembly
• regularly informs members about important events within and outside the association, which have a direct reference to the association's purpose
• holds regular meetings to exchange ideas and make decisions
• decides on the admission of members
• operates on the principle of concordance

President

The President heads the association within in terms of the statutes. He is in particular responsible for

• representing the association to the outside
• the completion of the correspondence
• convening the general assembly
• write the annual report at the end of the association term and present it to the general assembly
• counter-signing of minutes, which the secretary wrote

Vice President

In absence of the President the Vice President takes over his rights and obligations. These include particularly:

• representing the association to the outside
• convening the general assembly

Secretary

The Secretary is responsible for:

• writing the minutes of the meetings of the board
• writing and sending out invitations to various events
• storing important files and archiving them
• managing and updating the member database
• managing and updating the mailing lists
• collecting agenda items and management of open issues
• collection of agenda items for the general assembly and its timely publication
• general contact person for members

Treasurer

The Treasurer is responsible for:

• proper cash management
• creating a budget and ongoing compliance
• balance of accounts at the end of fiscal term
• handing the balance of accounts to the auditors within a reasonable time, if ordered so
• presentiation of the balance of accounts to the general assembly
• payment requests on membership fees
• acquisition of donations
• research on other sources of funding

Technical Administrator

• providing the association's technical infrastructure
• maintaining the technical infrastructure
• maintaining the software
• support for the association's own software
• ensure data security
• ensure the safety of the technical infrastructure and applications

Session Procedure

Meeting

• The board generally meets once a month. The board meetings are generally public, the board may provide justified exceptions.

Applications

• Every member may submit motions.
• Motions must be submitted at least one day before the meeting.
• If a motion shall be voted, it must be posed as a yes / no question.

Decisions

Quorum

• The board is quorate when more than 50% of the board members with voting right are present.
• If the quorum is not fulfilled, the meeting is postponed to the next possible date at which a quorum is fulfilled.

Regular decision-making

• The decision-making process consists of a discussion and one or more votes.
• A motion is accepted when the simple 2/3 majority is fulfilled.

Circular decrees

• Motions which require urgent acting can be done on a circular resolution.
• The motion must be sent to all board members fully phrased and sufficiently reasoned . The voting period must be indicated.
• A circular resolution is valid only if all board members voted.
• The decision must be unanimous.
• If any of the board members do not agree or want to discuss the application, the decision must be postponed to be treated the next regular board meeting.

Procedural Motions

• Procedural motions may be submitted by the board members to the meeting chairman informally.
• Procedural motions must be voted immediately.
• For procedural motions the same majority as for normal motions is needed.

Questions by members

• At the end of the meeting members can ask questions directly to the board. The board may limit the number of questions.

Minutes guidelines

• All decisions must be recorded.
• The minutes are not only an internal documentation, they also serve to make the work of the board retraceable for the public
• Minutes must contain the following sections.

1. Headline (title and date)
2. Header [place, date, time, attendees, meeting chairman, secretary]
3. Agenda
   1. The minutes have to monitor the discussion on each agenda item
   2. Additionally for decisions:
      1. The exact voting question
      2. Who voted how
      3. Result (Decree in a precise form or in case of a motion "accepted" / "rejected")

Changes to the specification

• This specification can be change by the board with an absolute 2/3 majority.