Iron Lions London - The Paintball Team for London Team News
Pages: 12
Changes to how the team is managed By: IL-Tim Date: September 24, 2006, 10:46:09 am
In response to members concerns about how team decisions are made and who makes them, the Senior Members have decided to draft a Team Constitution that will add more transparency and democracy to the process.

Below is the proposed Constitution. This is placed on here for a period of member comment. Additions and deletions will be considered during this period and unless noted on this thread, it will take effect on 13 October, 2006. Current management will remain in place and active until replaced at the AGM.

Iron Lions London Paintball Team Constitution

This document lays out the rules by which the Iron Lions London Paintball Team (henceforth referred to as the Team) will manage, nominate and appoint the persons who will manage the Team and make decisions on behalf of its members.

MANAGEMENT

1 – The Team will be managed by a Board consisting of a Manager and Five Senior Members.

2 – The Board will meet at least once quarterly to discuss any issues affecting the team. When a physical meeting is not possible, the Board will communicate via a private forum on the Team website. Minutes of each meeting are to be published on the Team website for Team members to view. Non-voting supernumeraries are allowed to attend meetings as long as all voting Seniors agree beforehand.

3 – Decisions taken by the Board will be made by majority vote. Each Board member will have an equal vote. In the event of a tie, the Team Manager will have an additional vote.

4 – The Team will have an Annual General Meeting (AGM) in the final quarter of the year to elect the next year’s board from self-appointed nominees.

5 – Any Member can call for an Extraordinary General Meeting (EGM) if there is an issue that they feel is not being sufficiently or properly addressed by management. The call must be made on the team website (www.ironlions.co.uk) and state explicitly what the grievance is and the call must be seconded by two dues paying members within 10 days. The EGM will only discuss the single issue raised in the call and must be held within 45 days. It is up to the 3 members calling for the meeting to make all the arrangements regarding venue, etc. A quorum of 60% of dues paying members and at least 2/3 of the Board must be present for any decisions made to be binding.  


NOMINATION

1 – Nominations for Board positions will be taken from 45 days before the scheduled AGM date by self-nomination. Final nominations to be received by 10 days before the scheduled AGM.

2 – Nominees for the position of Team Manager are not required to be an existing member of the team.

3 – Nominations for the position of Team Manager are required to be seconded by a member of the team who has a minimum of 3 months as a fee-paying member.

4 – A Team Member may only second one nominee for the role of Team Manager.

5 – Nominations for position of Senior Member is restricted to team members who have a minimum of 3 months as a fee-paying member.

6 – Each nominee will be allowed to post a campaign thread on a secure part of the Team website to list reasons why they should be elected. Team Members may question nominees in these threads.


APPOINTMENT

1 – The appointment of the Team Manager will take place before that of Senior Members. Any nominees for Team Manager that lose their bid for the post will be automatically included as nominees for Senior Member if they fulfil the criteria required for that role.

2 – Selection of Team Manager will be by majority vote of Team members. In the event of more than two nominations for Team Manager, voting will take place over two rounds. The two nominees with the most votes in the first round will progress to the second round. The nominee with the most votes in the second round will be confirmed as the new Team Manager until the next AGM. If there are two nominees, or less, only one round will be held.

3 – The appointment of Senior Members will be done by ballot. All nominees’ names will be noted on a ballot paper. Each member will select up to five names from the list to be Senior Members. Members can only cast one vote per nominee. The 5 people with the most votes will be confirmed as Senior Members until the next AGM (unless they resign or are removed for cause).

4 – Members not able to attend the AGM may vote by a nominated proxy who must also be a member of the Team. Notification of vote by proxy must be confirmed in the relevant thread on the Team website.

5 - The Team Manager can name an acting Team Manager from the Senior Members if he/she is temporarily unable to perform their duties. This should be for no longer than 60 days.

6 – In the event of the resignation of the Team Manager, the Senior Members will select by majority vote an existing Senior Member to act as interim Team Manager. This will be completed within 15 days of the resignation. The Senior Members will arrange voting for a new Team manager within 45 days following existing nomination rules. The elected Team Manager’s term will be until the next AGM. If the AGM is due in less than 90 days from the resignation date, the interim Team Manager will perform that role until the AGM.

7 - In the event of the resignation of a Senior Member more than 90 days from the scheduled AGM, a special election will be held with nominations allowed for 15 days, followed by voting by ballot for a replacement within 10 days after that. Voting by Proxy or on the team website is permitted.


AMENDMENTS

1 – Amendments to the Iron Lions Constitution must be proposed at least 15 days before the AGM and ratified by two thirds of the voting team membership at the AGM. Members unable to attend may vote by proxy. Failure to vote by proxy will result in that members vote counting as an abstention.
Re: Changes to how the team is managed By: IL-Alex Date: September 27, 2006, 11:05:59 am
EGM

Another consideration should be for allowing an EGM (extraordinary general meeting)

This may also be used to amend the constitution or for the need to provide a vote of no-confidence in the Senior Members or Team Manager
Re: Changes to how the team is managed By: IL-Alex Date: September 27, 2006, 11:10:22 am
Team Manager

I don't think that the Team Manager should also be the Squad Captain. I feel that this could place too much influence within a single individual and/or could introduce a conflict of interest
Re: Changes to how the team is managed By: IL-Alex Date: September 27, 2006, 11:14:07 am
Less than 5 nominees for Senior Members

In the event of less than 5 nominees, the Team Manager should have the power to appoint an individual. This should be ratified by the appointed Senior Members.
Re: Changes to how the team is managed By: IL-Alex Date: September 27, 2006, 11:28:33 am
Team Duties

I think that we could also provide the following positions for election (ensuring a democratic process, without introducing favouritism)

Financial Officer, Event Logistics, Public Relations, Sponsor Relations, Running Practices, Lottery Syndicate Management, Recruiting, Quartermaster, Secretary

These posts should be open to all members of the team, excluding the Team Manager. Should the posts not receive any candidates, the Senior Members should accept the duties.

If we do use an election process, then the candidates should be selected with agreed of the Iron Lions Board.

Anyone appointed agrees for their performance to be assessed on a regular basis, I'd suggest quarterly.
Re: Changes to how the team is managed By: IL-Ed Date: September 27, 2006, 11:56:23 am
I don't think we need to have elections for every role in the team. I think that would be creating work for no real benefit. With the management elected  they can appoint people to do the various jobs from anyone in the team prepared to do them as we do now.

It may be that in the future the club/team grows to a stage we need to review that but with our current size I'm not sure of the need for too much democracy. I think it could induce voter apathy and backfire on us. Keep it simple to start.
Changes to how the team is managed By: IL-Bevank Date: September 27, 2006, 11:57:30 am
please post in one post ALEX Wink
Re: Changes to how the team is managed By: IL-Ed Date: September 27, 2006, 11:59:40 am
Quote
Less than 5 nominees for Senior Members

In the event of less than 5 nominees, the Team Manager should have the power to appoint an individual. This should be ratified by the appointed Senior Members.


We can't force someone to be a Senior!! If there are not enough volunteers there will have to be a smaller board. Although I'd agree if someone later expresses interest they can be appointed by the seniors until the next AGM. e.g if someone qualifies for 3 months service after AGM so was not eligible to start or someone circumstances change and they want to be a senior.
Changes to how the team is managed By: IL-Alex Date: September 27, 2006, 12:28:21 pm
Quote from: "IL-Bevank";p="8459"
please post in one post ALEX Wink


I thought about doing that, but makes quoting more difficult, and harder to follow

Can consolidate if necessary
Re: Changes to how the team is managed By: IL-Alex Date: September 27, 2006, 12:35:09 pm
Quote from: "IL-Ed";p="8460"
Quote
Less than 5 nominees for Senior Members

In the event of less than 5 nominees, the Team Manager should have the power to appoint an individual. This should be ratified by the appointed Senior Members.


We can't force someone to be a Senior!! If there are not enough volunteers there will have to be a smaller board. Although I'd agree if someone later expresses interest they can be appointed by the seniors until the next AGM. e.g if someone qualifies for 3 months service after AGM so was not eligible to start or someone circumstances change and they want to be a senior.


Well the Constitution states a board of 5, plus Team Manager. If only an even number of Seniors, then there is the possibility of a decision being split 50:50

If you plan to amend the board size, regardless of the justification, the constitution should reflect this.

I am not suggesting press-ganging be introduced, but the constitution should be designed to accomodate potential scenarios.
Re: Changes to how the team is managed By: IL-Ed Date: September 27, 2006, 12:44:19 pm
That's what this thread is for, to see what we missed on the first draft. We can amend the wording to account of that possible circumstance. If votes are evenly split we have already said team manager will then get an additional vote.
Re: Changes to how the team is managed By: IL-Alex Date: September 27, 2006, 12:53:06 pm
Fair point... I forgot to include the double vote from the Team Manager

I believe that's how the Senior Members were appointed previously, coercion and bribery (allegedly!  :wink: ), just wanted to allow for this to be repeatable.
Re: Changes to how the team is managed By: IL-Alex Date: September 27, 2006, 12:56:41 pm
Notice Periods

Will resignations of role be with immediate effect or will there be a notice period?
Re: Changes to how the team is managed By: IL-Ed Date: September 27, 2006, 01:08:42 pm
It's going to depend on the person's individual circumstances. Of course the more notice they can give the better but as it's a voluntary role I don't see that we can compel a notice period.
Re: Changes to how the team is managed By: IL-Tim Date: September 27, 2006, 07:02:51 pm
ESG
I think this is a good idea and don’t see any downside to it. I’ll add it to the Constitution. How would you propose to do a vote of no confidence? That needs to be discussed.

Team Manager and Captain
What type of conflict could you foresee? I think there are enough checks and balances on each position.

Less than 5 Nominees
I second Ed’s suggestion

Election for Team Duties
I think you are trying to make this far too complicated. I worry that we are already overdoing it. Second, I think you overestimate the amount of people that are willing to do work for the team. I generally have to press gang people for the easiest of tasks. I don’t see anyone climbing over others to do more. If people want to volunteer for additional duties, hallelujah, step forward and make yourself known.  

Notice Periods
Don’t think its necessary. No point in keeping someone in a role they don’t want to be in.