Abandoned Groups Procedure

This document was initially adopted by the Reps at the meeting of 24th September 2014 and amended in November 2014 after discussion and recommendation on Structure group. The document has been amended in September 2016 and since. (check 'history' above to view changes). This document below is the current procedure.

1. PREFACE

A group owner’s role is to look after the group and Freegle's reputation. Part of this is asking for help if required and if the group is not being moderated or emails to the volunteer team not being answered, Freegle needs to address this as soon as possible. It is always preferable that a group is owned and run locally and Freegle will respect the wishes of the active owner. It is preferred that all groups are run in line with the Best Practice guidelines.

2. DEFINITION OF ABANDONED GROUP

An abandoned group is one with absent owner. Absent owners are those who:

• have not been active on the group for an extended period (eg. 6 weeks), or totalling more than 6 weeks out of a period of 12 weeks, and
• have not responded to reasonable and extensive attempts to contact them; or
• have responded to contact attempts but are frequently inactive for periods of 24 hours and over, and
• have given no prior notice or other information that may explain their absence is temporary.

3. DEFINITION OF CARETAKER

A caretaker of a group can be:

• a Mentor looking after a group within the guidelines of http://wiki.ilovefreegle.org/Caretaker_Groups, or
• anyone looking after a group for an absent owner

4. CARETAKER OWNER IN PLACE

If a situation arises on a local Freegle group where only a caretaker with owner status or full privileges remains after the most recent owner is considered absent, then that caretaker can do one of the following at their discretion:

• Promote one or more of the existing local volunteers of the group to owner status, or

Recruit a new volunteer team including a new owner, for the group.

• The original group's owner must remain on the original group as moderator with full privileges except 'Add, remove, and change moderator privileges’ and 'delete group'.
• After one year an absent group's owner can be removed but only IF there is a new volunteer team on the group.
• A caretaker/mentor will stay on the group as co owner for a period of at least six months unless the new owner is an experienced moderator.
• If a group's owner should return, he/she should be given the opportunity to work as part of the volunteer team.

In the event a group's owner has abandoned a group leaving volunteers with limited moderating privileges, a new group can be set up for the area if requested by the existing volunteers, with the active volunteers of the old group set up as the new group's owners.

5. CARETAKER OWNER NOT IN PLACE

If attempts in the timescale described above to contact the group's owner have not resulted in acceptable response from any local volunteer with full moderation access, the Mentor Team will recommend to the Board that the existing group be disaffiliated and a recommendation made for a new group to be created in its place, or redirection of members to neighbouring group(s), depending on size and previous activity of group.

6. THE MENTOR TEAM will

• Email the group's owner at least three times offering help. The second email will include information about the Abandoned Group procedure if no reply has been received.
• Post on Central to ask for ways to contact the missing group's Owner and follow up any leads.
• Send one final email informing group's owner that if a caretaker is on board a new volunteer team will be promoted, or, if no caretaker is on board, that a recommendation is being sent to the Board, who will be informed that the group is now considered abandoned. This will not be before 6 weeks non communication and/or non activity by the GO
• If a group's owner responds during the above process the Mentors will monitor moderating activity and continue communication. If there is evidence that Best Practice is not being followed adequately, the Mentor Team will, at their discretion, decide if the group is effectively abandoned and continue this process.

7. THE BOARD will:

• Acknowledge promptly the receipt of the recommendation from Mentors.
• Ask further questions if necessary to satisfy themselves that the recommendation is appropriate.
• Inform the Mentors, GAT and Geeks within 4 weeks from receipt of recommendation whether they accept the recommendation or not.

8. ACTIONS AFTER BOARD AGREEMENT THAT GROUP IS ABANDONED AND A NEW GROUP IS TO FORMED:

A caretaker owner will be appointed and:

• A replacement group will be created as soon as practicable.
• The affiliation to Freegle will be changed from the old group to the new group.
• The group will be set up with Direct, Facebook & Twitter with Direct as the default landing tab.
• Inviting existing members to the newly set up group will be decided for each group on its merits taking into account all circumstances and expressed opinions of the previous owner and present mods, and must be authorised by the Board.
• Transfer of the complete membership list to a new group will be recommended to the Board where practicable.

Links:

• Freegle Volunteer Agreement
• Mentor Team Remit
• Caretaker Groups
• Contacting Groups Procedure
• Freegle Direct Information Policy
• Glossary
• Document Approval Policy
• Previous Freegle UK document Abandoned Groups