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Resolution:Committees

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Menu Creation of Committees
Approved on August 9, 2011

WHEREAS Wikimedia Philippines recognizes that the continued growth of the organization is contingent on providing for an active, participatory and involved membership body,

WHEREAS the devolution of the performance and implementation of routine tasks from the Board of Trustees to the membership body allows for the fulfillment of the organization's commitment to make organizational governance more democratic,

WHEREAS it is important to allow members to have a direct say in how the organization is run,

It is hereby RESOLVED:

ARTICLE I: General Provisions

Section 1. Declaration of Principles – This resolution outlining the creation of Wikimedia Philippines committees shall be considered as an integral part of the governing documents of the organization. The main purpose of committees is to allow for the Board of Trustees to devolve the performance of routine tasks to specially-designated bodies within the organization in order to allow for the Board of Trustees to better-focus on fulfilling the aims and objectives of the organization.

Similarly, the main purpose of committees is also to allow for members of Wikimedia Philippines to have direct, hands-on involvement in the governance of the organization. This is so that members are not only able to participate in how the organization is run, but also to allow for members to be able to better-exercise their rights as members of the organization, and to further the democratization of the organization's governance by means of involving the membership body in the actual process of governing the organization.

Section 2. Scope of Committees – The following committees shall be established by this resolution: administration, communications, fundraising, membership and project management. All committees established under this resolution shall be considered as standing, permanent committees, whose existence as bodies under the scope of Wikimedia Philippines shall be coterminous with that of the organization, unless amended or repealed by the Board of Trustees or the membership body.

Section 3. Authority – All committees shall be subject to the oversight of the Board of Trustees. Committees shall be granted the authority to fulfill their aims and objectives to the fullest extent permitted by the By-laws. Provided, that committees shall not act in contravention of the By-laws or the authority of the Board of Trustees.

Section 4. Creation and Dissolution of Committees – The power to create and dissolve committees shall be vested in the Board of Trustees. Members may petition the Board of Trustees to create or dissolve a committee by submitting a request explaining why such is being sought. Committees created may either be standing (permanent) or ad hoc (temporary). Committees may be created for any purpose. Provided, that committees shall not be created when its proposed function is already under the scope of an existing committee.

In the event that a committee is dissolved, the powers and responsibilities of the committee shall be returned to the Board of Trustees.

Section 5. Membership in Committees – All members shall be encouraged to join a committee, with no limit as to how many committees a member may join. Committee selection shall be done via indicating one's preference on the membership form, and shall be noted accordingly. A member may join a committee at any time with the consent of the committee chair in question.

Membership in a committee shall be valid for one (1) year, and may be renounced with the consent of the committee chair. Provided, that such renunciation of membership in a committee does not lead to a member having no membership in any committee.

Section 6. Number of Members – Committees shall be composed of no less than three (3) members, but may adjust their membership to suit the demands of each committee.

Section 7. Ex officio Members – Each committee shall have one (1) member of the Board of Trustees who will sit as an ex officio member. Selection shall be left to the discretion of the Board of Trustees, except for the Administration and Fundraising Committees, who shall have the President and the Treasurer as its ex officio chairs, respectively.

Section 8. Committee Chairs – All committees shall be headed by a chair who shall be selected by a majority vote of the members of the committee, except the Administration and Fundraising Committees. Committee chairs may be invited to attend the meetings of the Board of Trustees.

The President and Treasurer, in their capacity as the ex officio chairs of the Administration and Fundraising Committees, may choose to task the committee to select a chair, pursuant to the provisions enumerated in this section.

Section 9. Committee Reports – Committees shall prepare a report to be presented on a quarterly basis during Quarterly Meetings.

Section 10. Mediation - Should there be any conflicts between committees, the Board of Trustees shall mediate between them.

ARTICLE II: Committees

Section 1. Administration Committee – The Administration Committee shall be responsible for handling routine administrative, day-to-day tasks of the organization. It shall be responsible for coordination with regulatory bodies in the completion of reportorial and regulatory requirements needed for the organization to effectively fulfill its objectives, preparation and implementation of the organization's annual budget and program plans. It shall also be responsible for the proper maintenance and archival of the organization's records and transactions.

Section 2. Communications Committee – The Communications Committee shall be responsible for handling matters related to the organization's public relations. It shall be responsible for ensuring the timely release of press releases and other pronouncements of the organization to the general public, maintenance of the organization's official website and accounts on social networks, providing prompt responses to e-mails sent to the organization, and the development of the organization's linkages with news outlets and other press establishments. It shall also be responsible for coordinating with other chapters' communications and press contacts, as well as with the Wikimedia Foundation's communications committee.

Section 3. Fundraising Committee – The Fundraising Committee shall be responsible for handling matters related to the efficient and expedient collection of donations and grants. It shall be responsible for ensuring the organization's compliance with all legal procedures as to the conduction of fundraisers and its efficient execution and implementation, as well as ensuring the accountability of funds that are received by the organization via these channels. It shall be tasked with maintaining the organization's donation structures, and to provide ideas as to how the organization's fundraisers ought to be conducted. It shall also be responsible for ensuring the organization's participation in the annual Wikimedia fundraiser, and ensuring that structures and systems are in place to allow participation to take place.

Section 4. Membership Committee – The Membership Committee shall be responsible for handling matters related to membership in the organization. It shall be responsible for the expedient processing of membership applications and giving of recommendations to the Board of Trustees on approval of membership. It shall ensure that member-applicants remit their membership dues to the organization, and ensure that current members are compliant with the qualifications for membership in the organization. It shall also be, in coordination with the Secretary, responsible for maintaining the organization's official roster of members.

Section 5. Projects Management Committee - The Projects Management Committee shall be responsible for the efficient, successful execution of organizational projects. It shall provide logistical and technical support for project coordination and implementation, and shall ensure the expedient mobilization of organizational resources in the execution of projects. It shall also be responsible for assessing projects after they have been executed, and shall provide recommendations to the Board of Trustees as to the viability of existing and future projects based on their findings.

ARTICLE III: Transitory Provisions

Section 1. Selection of Committees - Members shall select committees at the next meeting following approval of this resolution, and upon the constitution of all committees, members of each committee shall proceed to elect their respective committee chairs.

Section 2. Repealing Clause - All resolutions or parts thereof inconsistent with any provision of this resolution shall be deemed repealed.

Section 3. Effectivity - This resolution shall be effective immediately upon the approval of a majority of the members of the Board of Trustees.