This commit is contained in:
Tony Sebro
parent
0f83fbf7f2
commit
391da1e2ce
1 changed files with 597 additions and 13 deletions
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@ -84,30 +84,271 @@ Conservancy
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\begin_inset Quotes erd
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\begin_inset Quotes erd
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\end_inset
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\end_inset
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) and its member Projects from when it is contemplating entering into a
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) and its member Projects when Conservancy is contemplating entering into
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transaction or arrangement that might benefit the private interest of an
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a transaction or arrangement that might benefit the private interest of
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officer or director of the Organization or might result in a possible excess
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a Director, Officer or Staff Member of Conservancy or a Representative
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benefit transaction.
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of a Project Leadership Committee (
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This policy is intended to supplement but not replace any applicable state
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\begin_inset Quotes eld
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\end_inset
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PLC
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\begin_inset Quotes erd
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\end_inset
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), or might result in a possible excess benefit transaction.
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This Policy is intended to supplement but not replace any applicable state
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and federal laws governing conflict of interest applicable to nonprofit
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and federal laws governing conflict of interest applicable to nonprofit
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and charitable organizations.
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and charitable organizations.
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\end_layout
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\end_layout
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\begin_layout Section
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\begin_layout Section
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Conservancy Board of Directors
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Conservancy Directors, Officers and Staff
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\end_layout
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\end_layout
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\begin_layout Standard
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\begin_layout Standard
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ASDF
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Directors, Officers and Staff Members of Conservancy (
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\begin_inset Quotes eld
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\end_inset
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Conservancy Interested Persons
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\begin_inset Quotes erd
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\end_inset
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) each have a duty to protect Conservancy and its Member Projects from violating
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state and federal laws - and to avoid any appearance of impropriety.
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Conservancy Interested Persons serve the public interest and are to have
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a clear understanding of Conservancy's charitable mission.
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All decisions made by Conservancy Interested Persons are to be made solely
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on the basis of a desire to promote the best interests of Conservancy and
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the public good.
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\end_layout
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\end_layout
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\begin_layout Section
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\begin_layout Subsection
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Conservancy Officers and Key Employees
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Defining a Conflict of Interest for a Conservancy Interested Person
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\end_layout
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\end_layout
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\begin_layout Standard
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\begin_layout Standard
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asdfsaf
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In general, Conservancy Interested Persons should avoid making decisions
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on matters where their personal interests are at odds with the Conservancy's
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interests.
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In particular, the following scenarios are to be identified as conflicts
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of interest:
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\end_layout
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\begin_layout Itemize
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A Conservancy Interested Person (or a family member of same) is a party
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to a contract, or involved in a transaction with Conservancy for goods
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or services.
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\end_layout
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\begin_layout Itemize
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A Conservancy Interested Person (or a family member of same) is a director,
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officer, agent, partner, associate, employee, trustee, personal representative,
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receiver, guardian, custodian, legal representative or in some other way
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has a fiduciary duty to an entity involved in a transaction with Conservancy.
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\end_layout
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\begin_layout Itemize
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A Conservancy Interested Person (or a family member of same) is engaged
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in some capacity or has a material financial interest in a business or
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enterprise that competes with Conservancy or a Conservancy Project.
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\end_layout
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\begin_layout Itemize
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A Conservancy Interested Person (or a family member of same) has a material
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financial interest in or fiduciary duty to an entity Conservancy has engaged
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in a free software license compliance effort, enforcement effort, or related
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litigation on behalf of a Conservancy project.
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\end_layout
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\begin_layout Itemize
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A Conservancy Interested Person (or a family member of same) has a material
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financial interest in or fiduciary duty to the competitor of an entity
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Conservancy has engaged in a free software license compliance effort, enforceme
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nt effort, or related litigation on behalf of a Conservancy project.
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\end_layout
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\begin_layout Standard
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Conservancy acknowledges that other situations may create the appearance
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of a conflict, or present a duality of interests.
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All such circumstances should be disclosed to the Board, as appropriate,
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and the Board shall make a decision as to what (if any) course of action
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Conservancy or relevant Conservancy Interested Persons should take so that
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Conservancy's best interests are not compromised by personal interests.
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\end_layout
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\begin_layout Subsection
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General Policies for Conservancy Interested Persons
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\end_layout
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\begin_layout Itemize
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\series bold
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No Personal Profit or Gain.
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\series default
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No Conservancy Interested Person (or family member of the same), shall
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derive any personal profit or gain, directly or indirectly, by reason of
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his or her participation with Conservancy.
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\end_layout
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\begin_layout Itemize
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\series bold
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Disclosure and Abstention when Conflicted.
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\series default
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Each Conservancy Interested Person shall disclose to Conservancy's Board
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any conflict of interest which he or she may have in any matter pending
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before Conservancy and shall refrain from participation in any decision
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on such matter.
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\end_layout
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\begin_layout Itemize
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\series bold
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Conservancy Conflict Disclosure Form.
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\series default
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Every six months, each Conservancy Interested Person shall complete a Conservan
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cy Conflict Disclosure form [FIXME: if this is posted online, then we can
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have a link; if not, attach it as an Exhibit A] and submit it to the Board
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and to Conservancy's General Counsel.
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\end_layout
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\begin_layout Subsection
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Conflict Resolution Procedures for Conservancy Interested Persons
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\end_layout
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\begin_layout Itemize
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\series bold
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Disclosure of Conflict When Present.
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\series default
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Prior to any Board or Board Committee action on a matter or transaction
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involving a conflict of interest, a Conservancy Interested Person having
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a conflict of interest and who is in attendance at the meeting shall disclose
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all facts material to the conflict.
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Such disclosure shall be reflected in the minutes of the meeting.
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If board members are aware that Staff or other volunteers have a conflict
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of interest, relevant facts should be disclosed by the board member or
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by the interested person him/herself if invited to the Board meeting as
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a guest for purposes of disclosure.
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\end_layout
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\begin_layout Itemize
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\series bold
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Disclosure of Conflict When Absent.
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\series default
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A Conservancy Interested Person who plans not to attend a meeting at which
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he or she has reason to believe that the Board or Board Committee will
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act on a matter in which he or she is conflicted shall disclose to the
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Chair of the meeting all facts material to the conflict of interest.
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The Chairperson shall report the disclosure at the meeting and the disclosure
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shall be reflected in the minutes of the meeting.
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\end_layout
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\begin_layout Itemize
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\series bold
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Participation in Discussions and Votes Regarding Conflicted Matter.
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\series default
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A conflicted Conservancy Interested Person shall not participate in or
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be permitted to hear the Board's or Board Committee's discussion of the
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matter where he or she has a conflict of interest, except to disclose material
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facts and to respond to questions.
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The conflicted Conservancy Interested Person shall not attempt to exert
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his or her personal influence with respect to the matter, either at or
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outside the meeting.
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\end_layout
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\begin_layout Itemize
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\series bold
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Participation in Votes Regarding Conflicted Matter.
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\series default
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A conflicted Conservancy Interested Person may not vote on the Board action
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with which he or she has a conflict of interest, and shall not be present
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in the meeting room (or on the conference call) when the vote is taken.
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His or her ineligibility to vote shall be reflected in the minutes of the
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meeting.
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\end_layout
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\begin_layout Itemize
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\series bold
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Conflicted Persons Cannot Establish Quorum.
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\series default
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A conflicted Conservancy Interested Person shall not be determining the
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presence of a quorum for purposes of a vote on the matter where he or she
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has a conflict of interest.
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\end_layout
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\begin_layout Itemize
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\series bold
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Managing an Officer's Conflict of Interest.
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\series default
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If a Conservancy Interested Person is an Officer involved in a decision,
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matter or transaction in which he or she has a conflict of interest, he
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or she must immediately disclose all facts material to the conflict to
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the Chair of the Board (or the Chair's designee).
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The Board must then approve any future decisions, negotiations, and/or
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other actions taken by the Officer regarding the conflicted matter, and
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include the person's disclosure of the conflict and the Board's subsequent
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actions in the minutes of the next meeting.
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\end_layout
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\begin_layout Itemize
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\series bold
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Managing a Staff Member's Conflict of Interest.
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\series default
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If a Conservancy Interested Person is a Staff Member who has been assigned
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duties that involve a decision, matter or transaction in which he or she
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has a conflict of interest, he or she must immediately disclose all facts
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material to the conflict to the Executive Director (or the Executive Director's
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designee).
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The Executive Director (or designee) must then approve any future decisions,
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negotiations, and/or other actions taken by the Staff Member regarding
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the conflicted matter, and file a written report acknowledging the potential
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conflict.
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\end_layout
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\begin_layout Itemize
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\series bold
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Confidentiality of Conflict Disclosures.
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\series default
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Each Conservancy Interested Person shall exercise care not to disclose
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confidential information acquired in connection with disclosures of conflicts
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of interest or potential conflicts, which might be adverse to Conservancy's
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interests.
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\end_layout
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\end_layout
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\begin_layout Section
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\begin_layout Section
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@ -115,11 +356,354 @@ Project Leadership Committees
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\end_layout
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\end_layout
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\begin_layout Standard
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\begin_layout Standard
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asdfsadf
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PLCs are comprised of volunteers, academics, and industry professionals
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that represent a Project's community and make decisions about a Project's
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technical direction (
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\begin_inset Quotes eld
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\end_inset
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Representatives
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\begin_inset Quotes erd
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\end_inset
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).
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Conservancy understands and expects that many Representatives exploit professio
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nal skills relating to their Project as individuals by providing developing,
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consulting, and/or training services.
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Nonetheless, each Representative has a duty to act in the best interests
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of his or her Project when making technical decisions about the Project.
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\end_layout
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\begin_layout Subsection
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Defining a Conflict of Interest for a Representative
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\end_layout
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\begin_layout Standard
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In general, Representative should avoid making technical decisions on matters
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where their personal and/or professional interests are at odds with his
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or her Project's interests.
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In particular, the following scenarios are to be identified as conflicts
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of interest:
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\end_layout
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\begin_layout Itemize
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A Representative (or a family member of same) is a party to a contract,
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or involved in a transaction with Conservancy for goods or services relating
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to his or her Project.
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\end_layout
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\begin_layout Itemize
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A Representative (or a family member of same) is a director, officer, agent,
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partner, associate, employee, trustee, personal representative, receiver,
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guardian, custodian, legal representative, or in some way has a fiduciary
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duty to an entity involved in a transaction with Conservancy relating to
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his or her Project.
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\end_layout
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\begin_layout Itemize
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A Representative (or a family member of same) is engaged in some capacity
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or has a material financial interest in a business or enterprise that competes
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with his or her Project.
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\end_layout
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\begin_layout Itemize
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A Representative (or a family member of same) is the owner of copyrights
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that are the subject of a Conservancy-led compliance effort, enforcement
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effort, or related litigation - and the Representative (or family member
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of same) has a material financial interest in or fiduciary duty to an entity
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adverse to this effort.
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\end_layout
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\begin_layout Standard
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Conservancy acknowledges that other situations may create the appearance
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of a conflict, or present a duality of interests.
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All such circumstances should be disclosed to Conservancy's Executive Director
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and to the PLC, as appropriate, and the PLC shall make a decision as to
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what (if any) course of action the PLC or relevant Representatives should
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take so that the Project's best interests are not compromised by personal
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interests.
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\end_layout
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\begin_layout Subsection
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General Policies for Representatives
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\end_layout
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\begin_layout Itemize
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\series bold
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No Compensation for Representatives.
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\series default
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No Representative shall receive any salary or other substantial benefit
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from Conservancy as compensation for his or her duties as a Representative.
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\end_layout
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\begin_layout Itemize
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\series bold
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Disclosure and Abstention when Conflicted.
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\series default
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Each Representative shall disclose to his or her PLC and to Conservancy's
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Executive Director any conflict of interest which he or she may have in
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any matter pending before the PLC and shall refrain from participation
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in any decision on such matter.
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\end_layout
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\begin_layout Itemize
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\series bold
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Multiple Employees from the same Employer on a PLC.
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\series default
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Conservancy discourages the practice of having multiple employees of the
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same employer serve on the same PLC.
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This practice increases the impact of any prospective conflict of interest
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with the employer on the PLC, and PLCs will have to exercise greater care
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to avoid the influence of the employer's interests.
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If this situation is unavoidable, PLCs are encouraged to err on the side
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of caution in identifying all potential conflicts of interest relating
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to the employer.
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\end_layout
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\begin_layout Itemize
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\series bold
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Conservancy is Final Arbiter.
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\series default
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Each Representative acknowledges that Conservancy is the final arbiter
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of any issue relating to potential conflict.
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\end_layout
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\begin_layout Itemize
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\series bold
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Project Conflict Disclosure Form.
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\series default
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Each Representative shall complete a Project Conflict Disclosure form [FIXME:
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if this is posted online, then we can have a link; if not, attach it as
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an Exhibit A] and submit it to the PLC and to Conservancy's Executive Director
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||||||
|
on an annual basis.
|
||||||
|
|
||||||
|
\end_layout
|
||||||
|
|
||||||
|
\begin_layout Subsection
|
||||||
|
Conflict Resolution Procedures for Representatives
|
||||||
|
\end_layout
|
||||||
|
|
||||||
|
\begin_layout Itemize
|
||||||
|
|
||||||
|
\series bold
|
||||||
|
Disclosure of Conflict When Present.
|
||||||
|
|
||||||
|
\series default
|
||||||
|
Prior to any PLC or PLC sub-committee action on a matter or transaction
|
||||||
|
involving a conflict of interest, a Representative having a conflict of
|
||||||
|
interest and who is in attendance at the meeting shall disclose all facts
|
||||||
|
material to the conflict.
|
||||||
|
Such disclosure shall be reflected in the minutes of the meeting.
|
||||||
|
|
||||||
|
\end_layout
|
||||||
|
|
||||||
|
\begin_layout Itemize
|
||||||
|
|
||||||
|
\series bold
|
||||||
|
Disclosure of Conflict When Absent.
|
||||||
|
|
||||||
|
\series default
|
||||||
|
A Representative who plans not to attend a meeting at which he or she has
|
||||||
|
reason to believe that the PLC or PLC sub-committee will act on a matter
|
||||||
|
in which he or she is conflicted shall disclose to the Chair of the meeting
|
||||||
|
all facts material to the conflict of interest.
|
||||||
|
The Chair shall report the disclosure at the meeting and the disclosure
|
||||||
|
shall be reflected in the minutes of the meeting.
|
||||||
|
\end_layout
|
||||||
|
|
||||||
|
\begin_layout Itemize
|
||||||
|
|
||||||
|
\series bold
|
||||||
|
Participation in Discussions and Votes Regarding Conflicted Matter.
|
||||||
|
|
||||||
|
\series default
|
||||||
|
A conflicted Representative shall not participate in or be permitted to
|
||||||
|
hear the PLC's or PLC sub-committee's discussion of the matter where he
|
||||||
|
or she has a conflict of interest, except to disclose material facts and
|
||||||
|
to respond to questions.
|
||||||
|
The conflicted Representative shall not attempt to exert his or her personal
|
||||||
|
influence with respect to the matter, either at or outside the meeting.
|
||||||
|
|
||||||
|
\end_layout
|
||||||
|
|
||||||
|
\begin_layout Itemize
|
||||||
|
|
||||||
|
\series bold
|
||||||
|
Participation in Votes Regarding Conflicted Matter.
|
||||||
|
|
||||||
|
\series default
|
||||||
|
A conflicted Representative may not vote on the Board action with which
|
||||||
|
he or she has a conflict of interest, and shall not be present in the meeting
|
||||||
|
room (or on the conference call) when the vote is taken.
|
||||||
|
His or her ineligibility to vote shall be reflected in the minutes of the
|
||||||
|
meeting.
|
||||||
|
|
||||||
|
\end_layout
|
||||||
|
|
||||||
|
\begin_layout Itemize
|
||||||
|
|
||||||
|
\series bold
|
||||||
|
Conflicted Persons Cannot Establish Quorum.
|
||||||
|
|
||||||
|
\series default
|
||||||
|
A conflicted Representative shall not be determining the presence of a
|
||||||
|
quorum for purposes of a vote on the matter where he or she has a conflict
|
||||||
|
of interest.
|
||||||
|
|
||||||
|
\end_layout
|
||||||
|
|
||||||
|
\begin_layout Subsection
|
||||||
|
Procedures for Conservancy Retaining Representative's Services
|
||||||
|
\end_layout
|
||||||
|
|
||||||
|
\begin_layout Standard
|
||||||
|
Notwithstanding the above, Conservancy acknowledges that many Representatives
|
||||||
|
are software developers who can provide professional services useful to
|
||||||
|
advance computing and contribute to Conservancy's mission.
|
||||||
|
In many instances, a Representative will have the strongest mix of credentials,
|
||||||
|
experience, and available bandwidth to fulfill a software development contract
|
||||||
|
desired by Conservancy and/or a Project.
|
||||||
|
To address those instances, Conservancy requests Projects to follow the
|
||||||
|
following procedures.
|
||||||
|
\end_layout
|
||||||
|
|
||||||
|
\begin_layout Itemize
|
||||||
|
|
||||||
|
\series bold
|
||||||
|
Drafting the Software Development Proposal.
|
||||||
|
|
||||||
|
\series default
|
||||||
|
PLCs must draft a written proposal for every software development project
|
||||||
|
their Project wishes to fund.
|
||||||
|
During the drafting process, if a Representative (or family member of same),
|
||||||
|
a Representative's employer and/or a fellow employee of Representative's
|
||||||
|
employer wish to be considered a candidate to fulfill the funded software
|
||||||
|
development contract, that Representative has a conflict of interest and
|
||||||
|
must recuse herself or himself from the proposal drafting process, and
|
||||||
|
abstain from any vote to approve that proposal.
|
||||||
|
All other procedures as outlined in Section 3.3 shall still apply.
|
||||||
|
The PLC must document the Representative's abstention from the proposal
|
||||||
|
drafting process in the minutes of the next PLC meeting.
|
||||||
|
|
||||||
|
\end_layout
|
||||||
|
|
||||||
|
\begin_layout Itemize
|
||||||
|
|
||||||
|
\series bold
|
||||||
|
Selecting a Representative to Fulfill a Contract.
|
||||||
|
|
||||||
|
\series default
|
||||||
|
Once a PLC has drafted and approved a development proposal, the PLC is free
|
||||||
|
to consider qualified candidates to fulfill the funded contract.
|
||||||
|
If the PLC wishes to recommend that Conservancy contract with a Representative
|
||||||
|
to carry out the work, the following criteria must be met:
|
||||||
|
\end_layout
|
||||||
|
|
||||||
|
\begin_deeper
|
||||||
|
\begin_layout Itemize
|
||||||
|
|
||||||
|
\series bold
|
||||||
|
Suggested Compensation.
|
||||||
|
|
||||||
|
\series default
|
||||||
|
The PLC must provide Conservancy's Executive Director (or designee) with
|
||||||
|
a suggested compensation (converted into an hourly wage) for the software
|
||||||
|
developer to be retained to fulfill the funded contract.
|
||||||
|
\end_layout
|
||||||
|
|
||||||
|
\begin_layout Itemize
|
||||||
|
|
||||||
|
\series bold
|
||||||
|
Independent Assessment of Credentials.
|
||||||
|
|
||||||
|
\series default
|
||||||
|
The PLC (or an unaffiliated PLC member) must provide Conservancy's Executive
|
||||||
|
Director (or designee) with a written assessment as to why the Representative
|
||||||
|
is uniquely qualified to fulfill the funded contract.
|
||||||
|
\end_layout
|
||||||
|
|
||||||
|
\begin_layout Itemize
|
||||||
|
|
||||||
|
\series bold
|
||||||
|
Conservancy Retains Right to Request Competitive Bids.
|
||||||
|
|
||||||
|
\series default
|
||||||
|
PLCs acknowledge that Conservancy retains the right to ask for bids from
|
||||||
|
software developers in addition to Representative to fulfill a given contract.
|
||||||
|
Should that instance arise, Conservancy's Executive Director (or designee)
|
||||||
|
will consult with the PLC to select the candidate best suited to fulfill
|
||||||
|
the contract within the budget allotted.
|
||||||
|
\end_layout
|
||||||
|
|
||||||
|
\end_deeper
|
||||||
|
\begin_layout Itemize
|
||||||
|
|
||||||
|
\series bold
|
||||||
|
Conservancy holds Sole Authority to Negotiate and Execute Contracts.
|
||||||
|
|
||||||
|
\series default
|
||||||
|
PLCs acknowledge that Conservancy holds sole authority to negotiate and
|
||||||
|
execute contracts on behalf of Member Projects.
|
||||||
|
In turn, Conservancy pledges to negotiate all contracts zealously, putting
|
||||||
|
the best interests of the affected Member Project first.
|
||||||
|
To avoid any conflicts, PLCs must not engage in any pre-negotiation with
|
||||||
|
prospective contractors - including Representatives - beyond collecting
|
||||||
|
the terms of the developer(s)' bid.
|
||||||
|
|
||||||
\end_layout
|
\end_layout
|
||||||
|
|
||||||
\begin_layout Section
|
\begin_layout Section
|
||||||
Project Community Members and Volunteers
|
Project Community Members: Participating Corporations and Volunteers
|
||||||
|
\end_layout
|
||||||
|
|
||||||
|
\begin_layout Standard
|
||||||
|
The work accomplished by Conservancy and its Member Projects would not be
|
||||||
|
possible without the generous donation of time, funds, and support Project
|
||||||
|
Community Members - including participating corporations, sponsors, and
|
||||||
|
volunteers alike.
|
||||||
|
Community members are not traditionally considered to be
|
||||||
|
\begin_inset Quotes eld
|
||||||
|
\end_inset
|
||||||
|
|
||||||
|
interested persons,
|
||||||
|
\begin_inset Quotes erd
|
||||||
|
\end_inset
|
||||||
|
|
||||||
|
all decision-making authority rests with the PLCs and/or Conservancy.
|
||||||
|
|
||||||
|
\end_layout
|
||||||
|
|
||||||
|
\begin_layout Itemize
|
||||||
|
|
||||||
|
\series bold
|
||||||
|
Community Members Cannot Direct Funds.
|
||||||
|
|
||||||
|
\series default
|
||||||
|
Community Members are free to offer suggestions and engage in open dialogue
|
||||||
|
with PLC, key developers regarding a Project's technical direction.
|
||||||
|
However, each PLC and Conservancy must together maintain sole and final
|
||||||
|
control over that Project's technical direction and charitable mission.
|
||||||
|
Community Members who make financial donations do not receive any additional
|
||||||
|
control over a Project's technical direction beyond what is available to
|
||||||
|
other vocal, active, and contributing community members.
|
||||||
|
|
||||||
\end_layout
|
\end_layout
|
||||||
|
|
||||||
\end_body
|
\end_body
|
||||||
|
|
|
||||||
Loading…
Add table
Reference in a new issue