From PPI
DRAFT
The Board has passed the rules of procedure on its meeting on the 03. March 2011, changed on 02. August 2011, changed on 06. December 2011, changed on 15. Mai 2012, changed on 08. February 2015.
§1 Board meetings
- Regular board meetings will take place no less than once a month. At the end of each meeting the date and time of the next meeting will be announced.
- Extraordinary meetings can be called by any member of the board for urgent matters.
- No board meeting shall take longer than 1:30 hour. If the agenda cannot be completed within the given time a new meeting is called for the day after.
§2 Agenda
- The provisional agenda of the regular board meetings shall be published before the meeting
- New items to the agenda can be brought in during the meeting and will be discussed at the end of the scheduled agenda.
- Every member of the Pirate Parties International can propose an agenda item to the board.
§3 Publicity
- The board meetings are public, unless the board votes in favor of a non-public meeting. The decision to hold a non-public meeting has to be motivated.
- Guests are allowed to speak up during a meeting if requested to do so by the chairman.
- Guests that disrupt the meeting can be excluded by the chairman.
§4 Procedure
- At the beginning of each meeting a chairman and secretary will be appointed.
- The secretary of the meeting will write the meeting minutes.
- The chairmen of the meeting moderates the discussions and makes sure the rules of procedure are respected.
§5 Decisions
- In principle the board will strife to reach consensus. A consensus decision can only be valid if at least 4 board members were present at the meeting.
- Alternative1 proposed by Brendan: In principle the board will strive to reach consensus. A consensus decision can only be valid if at least 4 board members were present at the meeting.
- In case a consensus can not be reached a formal voting is required. Every board member can request a voting on any topic he or she feels no consensus can be reached.
§5 §6 Votes
- Only members of the board are entitled to vote.
Decisions are taken by a simple majority of board members present at the meeting. If less then 4 board members are present decisions require an unanimous vote. At least 3 members of the board need to be voting for a decision to be valid.
- Board members not present at the meeting can vote on a proposal published in the provisional agenda by citing the proposal and expressing their vote in an e-mail sent to board@pp-international.net (postal vote). The postal votes shall be added to the votes casted at the meeting if the proposals are exactly the same. The postal votes shall be mentioned in the provisional agenda and can be repealed before they are added by a different postal vote or by a vote casted at the meeting. For any vote that was added to the agenda during the meeting or for which the content was changed during the meeting an additional period of 96 hours is given to board members that could not attend the meeting during which they can cast a postal vote.
Board members not present at the meeting can vote on a proposal published in the provisional agenda by citing the proposal and expressing their vote in an e-mail sent to board@pp-international.net (postal vote). The postal votes shall be added to the votes casted at the meeting if the proposals are exactly the same. The postal votes shall be mentioned in the provisional agenda and can be repealed before they are added by a different postal vote or by a vote casted at the meeting.
- Decisions are taken by a simple majority of board members that have casted a vote in due time. If less then 4 board members have voted, decisions require an unanimous vote. At least 3 members of the board need to be voting for a decision to be valid.
- Any board member can always request a postal vote on any topic for which they deem a formal decision necessary. A minimum period of 96 hours is given for other board members to cast their postal vote. The exact wording and results of the voting will be included in the minutes of the next board meeting.
§6 §7 Meeting minutes
- The minutes of the meeting will be published before the next meeting
and not later than two weeks after the meeting.
- Alternative1 Proposed by Brendan: The minutes of the meeting will be published before the next meeting and not later than one week before the next scheduled meeting.
- The CAO is responsible for publishing the meeting minutes and links to the published meeting recordings on the PPI wiki.
- The minutes of the meeting are resolution minutes and contain the wording of motions and resolutions that had been voted on. In case of an non-public meeting the minutes contain instead the motivated resolution to have the non-public meeting (ref §4.1). Any board member can submit within 24 hours after the meeting a text of personal statement to the minutes explaining his or her particular vote to a motion or resolution.
- The meeting minutes will be approved by the board during the next meeting, from the moment of approval the minutes will be considered final and cannot be changed anymore.
- Alternative1 proposed by Brendan: The meeting minutes will be approved by the board during the next meeting. From the moment of approval, the minutes will be considered final and cannot be modified.
§7 §8 Tasks
- During each regular meeting the board members will present a report with all the new developments concerning their respective tasks.
- The person responsible for a specific task can take minor decisions concerning that task without prior voting by the board.
- The CAO is responsible for entering all tasks that have been agreed upon in the meeting in Redmine, ensuring that the due date is set.
- By the end of their term of office, each board member should create a text report of their activities.
§8 §9 General provisions
- These rules of procedure can be modified at any time by the board.
- These rules of procedure are immediately applicable.
Annotation: Chairman in the text above is the Chairman of the meeting.
