[previous DECISION] Involve [REDACTED: name of lawyer or law firm] in drafting 'staff board policy'

As one of its tasks, the current board is looking into decisions and meeting minutes taken in the past that were not yet published according to our statutes.

What follows is a decision taken in private, by the previous board, on 2023-09-28, which is now made public.

Hi all,

The Board of Directors at the time of voting consists of 7 seat holders (not including deputies).

In order to be quorate, 4 members need to participate to the vote.
A total of 4 Board of Directors members have participated in the vote.
The vote is quorate. Also one deputy director has participated.

A decision could be reached with a simple majority of 3 votes.

Result of vote: 4 approvals, 0 abstains, 0 disapprovals.
Decision: The proposal has been accepted.
The vote was also supported by one deputy director.

Decision: The proposal has been accepted.

Participants in the vote:
Thorsten Behrens
László Németh
Ayhan Yalçinsoy
Cor Nouws
Gabriel Masei

[REDACTED] wrote on 25/09/2023 08:20:

Dear people,

The situation around the policy has been extensively discussed during LibOCon. Also with the agreement that phase 1, for input will be extended until two weeks after the conference, i.e. October 7.

With the input, I call for a vote on the resolution below, to get support from [REDACTED: name of lawyer or law firm] in drafting the ‘staff board policy’, in the next 72 hours.

(Since ‘staff board policy’ still is the working name, I just note a possible candidate for later on: “How we work at TDF - policy for team and board”)

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The boards seeks external advise for the work on the ‘staff board policy’ (working name) to combine community input from phase 1 and the extra step with the team, with legal aspects, and in such a way that it is respectful and effective to our community.

Therefore the board decides:

  1. to contract [REDACTED: name of lawyer or law firm] for providing us with a draft policy,
  • based on:
    • the input, ideas for the policy in our phase 1;
    • matters on legal (mandatory) grounds;
    • social/relational matters;
  • if needed, interactively with the board and team;
  • including feedback from team and board looking at the draft;
  1. the draft policy will be in a plain language form and when needed with a legalese extension on some items;

  2. the result should be suitable for seeking support in the community;

  3. [REDACTED: name of lawyer or law firm] estimates the work on this between EUR 5-8K;

  4. if [REDACTED: name of lawyer or law firm] notices during reviewing our input that it will need more work on their side, they come back to us to discuss that;

  5. [REDACTED: name of lawyer or law firm]'s estimated processing time for the first draft is ~two weeks (max) after our input.

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