Governing Bodies Policies
===

This is a Controlled Document of the PA/(v)PA Operations Treasury Governance Framework V1 approved by the Treasury Board of Trustees. If you have comments or suggestions, we invite you to contribute them to [the living community version](https://docs.google.com/document/d/15uCIF56W0xZWH0WMKQ_lZQM8y2jp4uHOzunsEl9t3y0/edit#) of this document—access is open to anyone.

| Table 1 | |
| --- | --- |
| Document Name | Treasury Governing Body Policies |
| Version | V1 |
| Approval Date | Jun 1st, 2022 |
| Status | Final |
| Defines | Chartering, Types and Membership, Chairpersons, Facilitators, Voting, Self-Organization, Meetings, and Meeting Pages |
| Governed By | Treasury Board of Trustees |

## 1.​ Chartering
1. The organizers of a new Treasury Governing Body MUST submit a charter to the Treasury Board of Trustees (BoT).
2. The charter MUST be based on the Treasury Governing Body Charter Template maintained by the Treasury BoT.
3. This template MUST include:
a. Version number and date of approval.
b. General Policies
c. Status (see Types and Membership, below)
d. Purpose
e. Principles (if any beyond the Core Principles)
f. Activities and Duties
g. Membership
h. Chairperson(s)
i. Facilitator(s)
j. Voting
k. Funding
l. Meeting Schedule
m. Meeting Page
n. Version History

4. The version history MUST include the version numbers, dates, and links to all previous versions of the charter.
5. After the required public review period [(see Treasury Governance Framework V1.1 section 9.3)](https://hackmd.io/LuYNF9g9QEKmQ_cGywIUJg?view#93-Revisions-to-Controlled-Documents), a new or revised charter MUST be approved by the Treasury BoT before it becomes active.
6. Once approved, information about the new or revised Treasury Governing Body MUST be added to:
a. The Treasury Governing Bodies Controlled Document, including all the information required therein.
b. The Board of Trustees meeting site.

## 2.​ Types and Membership
1. A Treasury Governing Body MUST be one of the following types:
a. Administrative Group
b. Committee.
c. Working Group
2. All Treasury Governing Bodies MUST:
a. Have at least one and MAY have up to three chairpersons, either appointed by the Treasury BoT or elected by their members.
b. Have at least five members, including the chairperson(s).
c. State any other specific membership requirements in its charter.
3. An Administrative Group:
a. MUST have at least one chairperson appointed by the Treasury BoT who, if not already a Trustee, shall serve as an ex-officio Trustee unless an exception is made by the BoT.
b. MUST limit the total number of voting members.
c. MUST establish membership term limits.
4. A committee:
a. SHOULD have a Trustee serving as at least one of its chairperson(s).
b. AY limit the total number of voting members.
c. MAY establish membership term limits.
5. A working group:
a. MUST be open to participation by any member of the Treasury Community.
b. MUST NOT establish membership term limits.
c. MAY seek approval from the BoT for appointment of a chairperson with ex-officio Trustee status from the Group.

## 3.​ Chairpersons
1. A chairperson of a Treasury Governing Body:
a. MUST be a member of that Treasury Governing Body.
b. SHOULD NOT be a chairperson of another Treasury Governing Body.
2. If a Treasury Governing Body has more than one chairperson, they MUST NOT be affiliated with the same Project Catalyst Funded Proposal.

## 4.​ Facilitators
1. A Treasury Governing Body MAY have one or more facilitators.
2. It is NOT REQUIRED for a facilitator to be a member of that governing body.

## 5.​ Subgroups
1. In keeping with the Decentralization by Design Principles [(section 7.4 of the Treasury GF V1 Primary Document), and in particular the Distributive principle (section 7.4.6)](https://hackmd.io/FTugLcJ4TuCz0z4vN4hVyg?view#74-Decentralized-by-Design), all Treasury Governing Bodies SHOULD self-organize and delegate work to subgroups as much as possible.
2. A Treasury Governing Body MAY appoint the following types of subgroups as needed to accomplish its mission:
- **Team**—an ongoing subgroup organized around a focus area.
- **Task Force**—a short-term subgroup organized to accomplish a specified task within a specified time period.
3. An organized subgroup of a Treasury Governing Body MUST be listed on its meeting page together with information about how to participate in that subgroup.
4. An organized subgroup SHOULD maintain its own meeting page separate from but linked from the governing body’s main meeting page.

## 6.​ Funding
1. A Treasury Governing Body MAY request a specified level or type of funding in its charter.
2. A Treasury Governing Body MAY make a special request for funding to engage outside professionals or other external resources to assist in their work provided any financial compensation is approved by the Treasury BoT.

## 7.​ Voting
1. All Treasury Governing Bodies SHOULD strive to reach decisions by consensus.
2. Consensus MAY be achieved via discussion at a web-meeting or via any online mechanism, such as a mailing list, or messaging service that provides adequate notice to all members and enables any member to lodge an objection and request a formal vote.
3. When a formal vote is required, it MUST be conducted using a voting process agreeable to the majority of the group, or if such an agreement cannot be reached, then under [Roberts Rules of Order](https://en.wikipedia.org/wiki/Robert%27s_Rules_of_Order), Newly Revised, 11th Edition, [ISBN 978-0-306-82021-2](https://en.wikipedia.org/wiki/Special:BookSources/978-0-306-82021-2).
4. If members feel that a decision has been reached improperly, they may appeal the decision to the Treasury BoT who MUST serve as the final authority in all disagreements, and who MAY strip the charter of a non-conforming governing body.

## 8.​ Intellectual Property Rights
1. In keeping with the mission of the Treasury GF, as well as the wider principles outlined in the [On the Qualities of Distributed Leadership](/7lEf9w6WRXeaNaT8TJnAZA) as an open public trust experiment, all contributions by participants in a Treasury Governing Body MUST be free of intellectual property rights or other usage restrictions.
2. Excluding explicit contributions as defined above, participants in a Treasury Governing Body retain all rights to their existing intellectual property and participation in a Treasury Governing Body MUST NOT be construed as a license to any existing intellectual property rights.

## 9.​ Meetings
1. In keeping with the Transparency Principle [(Treasury GF V1.1 section 7.3)](https://hackmd.io/FTugLcJ4TuCz0z4vN4hVyg?view#73-Transparency), Treasury Governing Bodies:
a. MUST conduct open, transparent meetings with the exception of special closed sessions.
b. MUST only conduct special closed sessions (not open to the public) when the group needs to deal with matters where confidentiality is required due to:
- i. Legal regulations.
- ii. Security concerns (breach responses, confidential procedures, etc.).
- iii. Claimant concerns (policy violations, business transitions, etc.)
- iv. Discrimination, harassment, or other human resource matters.
- v. Other matters where confidentiality is advised by legal or technical counsel.

c. SHOULD conduct meetings that allow virtual participation whenever possible.

## 10.​ Meeting Pages
1. All Treasury Governing Bodies MUST maintain a meeting page based on the following guidance.
2. A link to the meeting page for a Treasury Governing Body MUST be included in the listing in the Treasury Governing Bodies Controlled Document and on the BoT meeting page.
3. The meeting page MUST include:
a. All information about the group listed in Treasury Governing Bodies, including a link to the current charter.
b. A list of the current chairperson(s).
c. A list of the current facilitator(s).
d. A list of current self-certified members.
e. Information about how to join the group.
f. Information about any organized subgroups, including:
- i. The name and purpose of the subgroup.
- ii. Membership requirements.
- iii. Instructions on how to participate.
- iv. A link to the subgroup’s meeting page, if applicable.

g. A schedule of open public meetings.
h. Information about how to participate in open public meetings.
i. Information about how to participate in open public chat channels (e.g., Discord).
j. Agendas and meeting minutes/notes listed in reverse chronological order.
k. Links to any archived versions of the meeting page.
4. The minutes or notes of each meeting MUST be recorded or linked to the meeting page.
5. The meeting page SHOULD be periodically archived to prevent it from growing too large.

## 11.​ Reporting
1. All Treasury Governing Bodies:
a. SHOULD designate a member to attend and give a monthly report to the Treasury BoT.
b. MUST submit a monthly summary report of activity to the Treasury BoT via either:
- i. An oral report given during the monthly BoT meeting with a written summary added to the BoT Meeting Page.
- ii. A written report added to or linked to the BoT Meeting Page.

c. SHOULD send the same monthly report to a PA/(v)PA or Catalyst general announcements page.
2. The Treasury BoT MAY request oral or written reports as needed.

<style>

html, body, .ui-content {
background-color: #333;
color: #ddd;
}

.markdown-body h1,
.markdown-body h2,
.markdown-body h3,
.markdown-body h4,
.markdown-body h5,
.markdown-body h6 {
color: #ddd;
}

.markdown-body h1,
.markdown-body h2 {
border-bottom-color: #ffffff69;
}

.markdown-body h1 .octicon-link,
.markdown-body h2 .octicon-link,
.markdown-body h3 .octicon-link,
.markdown-body h4 .octicon-link,
.markdown-body h5 .octicon-link,
.markdown-body h6 .octicon-link {
color: #fff;
}

.markdown-body img {
background-color: transparent;
}

.ui-toc-dropdown .nav>.active:focus>a, .ui-toc-dropdown .nav>.active:hover>a, .ui-toc-dropdown .nav>.active>a {
color: white;
border-left: 2px solid white;
}

.expand-toggle:hover,
.expand-toggle:focus,
.back-to-top:hover,
.back-to-top:focus,
.go-to-bottom:hover,
.go-to-bottom:focus {
color: white;
}

.ui-toc-dropdown {
background-color: #333;
}

.ui-toc-label.btn {
background-color: #191919;
color: white;
}

.ui-toc-dropdown .nav>li>a:focus,
.ui-toc-dropdown .nav>li>a:hover {
color: white;
border-left: 1px solid white;
}

.markdown-body blockquote {
color: #bcbcbc;
}

.markdown-body table tr {
background-color: #5f5f5f;
}

.markdown-body table tr:nth-child(2n) {
background-color: #4f4f4f;
}

.markdown-body code,
.markdown-body tt {
color: #eee;
background-color: rgba(230, 230, 230, 0.36);
}

a,
.open-files-container li.selected a {
color: #5EB7E0;
}

</style>