There have been discussions on the type of voting set in place for organization. Voting is done by simple majority (in most cases), i.e. if at least 50 % of participating members (in the meeting) vote on a cause, then the motion will be binding.
The voting scheme may sometimes be called FPTP, as described in http://en.wikipedia.org/wiki/First-past-the-post_voting. However, the organization’s call for vote has only two options; one “yes” and one “no” vote. Additionally, call for voting is done for a single motion and not with a mutual exclusivity. For example, if three people wish to join the board, then there will be three separate votes to include each member in the board (“Shall X be voted into the board?”, "Shall Y be voted into the board? etc). Because only two options are available and there is no exclusivity, most voting schemes are largely similar.
The board members have no pre-designated tasks. It is up to the board to decide what each board member shall do and their position.
A common breakdown of duties is as follows (not required, but serves as a good template):
- The chairman will coordinate the treasurer and secretary, as well as any other matters that the board takes upon themselves. The chairman will also be in charge of organizing meetings and other ventures that the board and/or organization undertakes.
- The secretary will manage website(s), publications (magazines etc), meeting notes etc.
- The treasurer keeps track of funding in the organization and its receipts etc. The treasurer is in charge of announcing the economic state of the organization at the annual meeting.
The organization may of course also create additional positions (such as “webmaster” or “infrastructure manager”) but above is what is required per the by-laws (and Swedish law).
It is important that people are aware of (relatively few) laws surrounding the organization. There are relatively few regulations that the organization need to follow, so here is a brief listing of them:
- It is not allowed to exclude members of the organization unless they have specifically breached the by-laws (Swedish law).
- The board must consist of at least 50 % members that reside in a EU country (EU law).
- The supplementary board (“stand-ins”) must consist of at least 50 % members that reside in a EU country (EU law).
Swedish law allows most things to simply be in the by-laws, so most of the time it is up to the by-laws of the organization to decide on something.
An e-mail or the organization will be set up at [email protected]. This e-mail will be used for matters that pertain to the organization. An additional e-mail, [email protected] may be set up for membership issues.
There will a Swedish bank account set up to allow people to send money to it for membership. This account will also be used for other economic matters that pertains to the organization. A PayPal account will be set up to be attached to the bank account.
Members should send [email protected] a mail indicating their name (pseudonym is possible), e-mail and possible also something unique (preferably). The unique thing is meant to be a way for us to identify people if they want to vote etc.
Membership information will be stored in a database, kept in a place where the board has access to it. The board will manage adding/removal/change of membership information.
All members and non-members may help with the organization’s resources. E.g. a person may be hired to work as the system administrator for servers although not being a member.