Hello @ClaudiaPr and @Sarah,
Just in case it could be helpful I jotted down some thoughts about the proposal about the process to select the Board.
My main recommendation: don’t overthink this. Don’t hesitate to reach out though if you would have any questions eh.
I wrote the outline below just as scribbles, so no need to take any of it to the letter. Doer decides.
Question: do you think you can finish a proposal and present it at the plenary meeting of 23 March? If not, can you please let me know in time? TIA!
Legal aspects
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What are the responsibilities and competences of people on the Board => check the statutes and summarize it in a couple of bullet points
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What are the legal implications for people who are on the Board => check the law (personal liability etc) and summarize it in a couple of bullet points
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Explain when people on the Board would come into action => take over the management of the asbl when we are no longer capable to sort out things based on our governance document (consent & mediation)
Number of people
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The legal minimum is 3 (please check)
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Look up how the Board takes decisions (unanimity + fall-back: voting?) and see whether it is better to have an odd or an even number of people => my guess is odd
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The president and the treasurer should also be on the Board. Because of the legal responsibilities they have, these should be the same people as those who are taking up the roles of Coordinator and Treasurer.
How to approach the selection process in a sociocracy-inspired way?
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Write up a short list of qualities that we look for in people (see “role description” in Many voices one song), e.g. minimal legal and financial literacy (or willingness to dig in when push comes to shove), conflict management, calmness, efficiency, …
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Define the term (this can get longer and longer and then up to 1 or 2 years when we exist for a bit longer)
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Invent a process that is a bit more elaborate than just voting, preferably a bit like a selection process (see Many voices one song)
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If you want to go in 120% you can invent several options and then propose one that you think is the preferred one.
Possible process to select people
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Round 1:
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Every Reefling gets as many votes (possibly represented by an object like marbles or so) as there are people to be selected
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We do rounds and start by giving our marbles to certain people, saying why we are selecting them. Other people who want to select these people for the same reasons, also give their marbles (and skip their turn)
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We count everybody’s votes / marbles and hear from the people with the most marbles whether they are willing to do it
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Round 2:
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Distribute votes / marbles again, but only speak if you are changing your vote, and say why you are giving a vote to somebody else
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Count votes
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If clear majorities, then this is the result
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If ex aequo do a 3rd round among the final candidates, and make it just a simple vote
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Note: in the possible process proposed above, every Reefling gets an equal say in the selection process (so it’s not per household, like it is set out in the statutes)
Who gets to participate?
Good question!
My suggestions:
- Only Full Members can “vote”
- Voting by proxy is possible, at least for the first round (i.e. tell somebody else who you want to vote for)
What is the administrative process to appoint people to the Board?
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Call for a GA (or wait for the next one) and put it on the agenda
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Confirm the result that was agreed in the plenary meeting
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Write it up in the PV and have it signed by all attendants
Useful resources
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Website with a template: https://www.boutiquedegestion.be/les-documents-en-droit-des-asbl-a-telecharger/
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Examples received from the coach => Nextcloud > ASBL > Statute > Template & examples
Next step (nice-to-have only): update the statutes
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To do:
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Linguistic check / convert certain sentences in comprehensible French
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Surgical intervention (add 1-2 sentences in the right place) to make it clear that rights and obligations are per household, regardless of the number of units they will own
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Use the track changes function so that changes remain visible
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Bring it to the plenary, explain, do the consent round
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Carry the paper copy of the new version to the greffe
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