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Metropolitan Austin Interactive Network
Administrative Policies

CONTENTS

1.0 Policy on Policies and Procedures

1.1 Definitions

1.1.1 Policy: A policy is a statement of principle formulated to serve as a guideline for action. Policies are derived from the Bylaws and, as such, establish parameters within which authority is to be exercised, activities are to be initiated, and the mission of the organization is to be interpreted and made operational.

1.1.2 Procedure: A procedure describes methods for putting policies into practice. Procedures should include some of the following: steps to be taken, time requirements, resources to be used, sequence to be followed, prohibited and approved practices, measurement techniques, frequencies, and agents. Procedures are written to establish, describe, and maintain a body of common practice either for the organization as a whole or for individual units.

1.2 Administrative

1.2.1 The Secretary of the MAIN Board will keep policies in this format and will revise the numbering of policies as necessary to adhere to this format.

1.2.2 MAIN Policies and Procedures become official and are in force when a majority of the Board approves them, unless another starting date is stipulated.

1.3 Provision for Establishing Policies and Procedures

1.3.1 Any member of MAIN may submit a proposed Policy or Procedure to MAIN for consideration by the Board.

1.3.2 Format.

1.3.2.1 Each proposed Policy and Procedure must be submitted in the standard MAIN format as exemplified by this document.

1.3.2.2 Each proposed Policy and Procedure must contain the following sections:

1.3.2.2.1 General, with definitions and administrative sections when necessary.

1.3.2.2.2 The policy and/or procedure.

1.3.2.2.3 Financial Implications. The person or group submitting the Policy and Procedure must determine what following the Policy and Procedure will cost, if anything.

1.3.2.2.4 Relationships. The person or group submitting the Policy and Procedure must determine whether following the Policy and Procedure will mean a formal or informal partnership or other type of relationship between MAIN and any other group or groups.

1.3.2.2.5 Date information.

1.4 There are no financial implications in this policy.

1.5 There are no relationship implications in this policy.

2.0 Membership

2.1 Classes of membership

2.1.1 There shall be five classes of membership, each of which shall entitle the member to vote and to enjoy all other rights, privileges, and responsibilities as provided in the Bylaws. Organization members may name no more than 3 representatives as Individual Members.

2.1.1.1 The first class of membership shall be known as "Individual Member" and will be open to all natural persons. Dues for this class of membership shall be $24 per year.

2.1.1.2 The second class of membership shall be known as "Associate Member" and will be open to all natural persons. Dues for this class of membership shall require a payment in the range of $100 through $249 per year.

2.1.1.3 The third class of membership shall be known as "Benefactor Member" and will be open both to natural persons and to public and private organizations. Dues for this class of membership shall require a payment of $250 through $499 per year.

2.1.1.4 The fourth class of membership shall be known as "Patron Member" and will be open to both natural persons and to public and private organizations. Dues for this class of membership shall require a payment of $500 through $999.

2.1.1.5 The fifth class of membership shall be known as "Sponsor Member" and will be open to both natural persons and to public and private organizations. Dues for this class of membership shall require a payment of $1000 or more.

2.4 There are no cost implications in this policy. It is hoped there are revenue implications.

2.5 As a result of this policy, individuals and institutions may become members of MAIN, may vote in MAIN elections, and may hold office in MAIN.

3.0 Committees

3.1 Committees are established either in the Bylaws or by action of the Board. Responsibilities of committees include carrying out charges as outlined. Committee Chairs are responsible for providing the Board with monthly updates on committee activities.

3.1.1 Finance (Standing Committee)
The Finance Committee shall be composed of seven members with the Chair appointed by the President. The Committee is charged with preparing the initial business plan for the operation of the organization and including in it a projected budget for a three-year period and a market study. The Finance Committee is responsible for the preparation of the annual budget for the organization. The Finance Committee is also charged with identifying grant opportunities, recruiting gifts, donations, and in-kind contributions and services for the organization, and with making proposals to address fund raising events and activities for MAIN.

3.1.2 Interface Committee (Short-Term Task Force)
The Interface Committee is composed of a Chair appointed by the President and six other members. This committee is charged with the design, construction, and testing of an interface for the network which is efficient and easy to use and operate. Once this work is complete, the ongoing efforts to continuously improve will be assumed by the Technology Committee.

3.1.3 Information Resources Committee (Standing Committee)
The Information Resources Committee is composed of seven members with a Chair appointed by the President. This committee is charged with the assessment of data needs of the community, identification of sources of available data in the community, the ongoing procurement of data resources for MAIN, the monitoring of data providers to ensure their data are accurate, reliable, and up-to-date, and ensuring that information conforms to policies of MAIN.

3.1.4 Technology Committee (Standing Committee)
The Technology Committee is composed of seven members with the Chair appointed by the President. The Technology Committee is charged with the design, construction, and testing of the network and the system. Initially, the committee is asked to provide at least three alternatives for system design at various resource levels. Ongoing activities include scanning the environment, advising on system maintenance, advising on system development, serving as an advisory group to the Board, the Planning Committee, and the Executive Director of MAIN.

3.1.5 Communications Committee (Standing Committee)
The MAIN Communications Committee consists of a Chair appointed by the President and two additional members. The Communications Committee is responsible for assisting the Secretary with meeting notifications through electronic and paper communication, for assisting in the delivery of ballots for elections, for maintaining the answering service, and (initially at least) for picking up mail from the post office box. The Communications Committee prepares the electronic newsletter and other publicity and information disbursed to the public and news media.

3.1.6 Nominating Committee (Ad Hoc Committee Formed for each Election)
According to the Bylaws, prior to the annual meeting, the President shall appoint a Nominating Committee to consist of not less than three voting members in good standing and shall designate the Chair of the committee. The remaining two members of the Committee shall be chosen by the members of the Board. The President shall not join in the selection of the remaining two members of the Committee. Duties of the Nominating Committee are stated in the Bylaws as: This committee shall propose as nominees at least twice the number of directors to be elected. The Nominating Committee should endeavor to choose candidates who reflect the diversity of the membership. Candidates for the Board to be elected by the membership shall be: i)voting members in good standing; and ii) willing to assume the duties and responsibilities of Board membership if elected. The Nominating Committee shall present the list of nominees to the President for ballot preparation no later than March 1 of each year.

3.1.7 Planning Committee (Standing Committee)
The Planning Committee consists of a Chair appointed by the President and four additional members. The charge of the Planning Committee is to prepare long-range strategies for MAIN to be presented to the Board. Included are environment scans, analyses of strengths and weaknesses, proposed actions, and advisories on technological, collaborative, and financial issues.

3.1.8 Election Teller Committee (Ad Hoc for each Election)
The Election Teller Committee receives and counts ballots during MAIN annual elections. The Election Teller Committee is composed of three individuals all appointed by the President. This committee is charged with counting ballots for the Board election and reporting results to the President.

3.1.9 Membership Committee (Standing Committee)
The Membership Committee consists of a Chair appointed by the President and four additional members. Recruitment of new members is the major concern of the Membership Committee along with encouraging meeting attendance, preparation and implementation of membership campaigns, and close coordination with the Communications Committee and the Treasurer. This committee advises on MAIN's committee structure and organization and is responsible for advising and recommending to the Board necessary Bylaws amendments and structural improvements to the growing organization.

3.2 There are no financial implications in this policy.

3.3 There are no relationship implications in this policy.

4.0 Signing Checks

4.1 General
This policy and procedure covers signing checks on the MAIN checking account.

4.2 Persons Authorized to Sign Main Checks
The President, Vice President, Treasurer, and Executive Director are authorized to sign MAIN checks when their signatures are on file with MAIN's bank.

4.3 Procedure for signing checks

4.3.1 Checks under $500 can be signed by one authorized person.

4.3.2 Checks over $500 must be signed by two authorized persons.

4.4 There are no financial implications in this policy.

4.5 There are no relationship implications in this policy.

5.0 Access to Information [to be added]

6.0 Volunteerism

6.1 General: In order to encourage the donation of time to MAIN for the accomplishment of specific tasks, it is the policy of MAIN to allow prospective members to donate time to MAIN in order to qualify themselves as members, although membership ordinarily is accomplished through the payment of monetary dues. Membership gained via volunteerism rather than paying dues shall be full membership with all rights and privileges appertaining thereto.

6.2 Policy Specifications:

6.2.1 Time donated to MAIN for the purpose of qualifying a person as a member of MAIN will be valued according to the level of skills required for the services performed for MAIN. For this purpose, three levels of skill are distinguished. [It is important to emphasize that in the evaluation of time being donated, the skills belong to the work being done, not to the volunteer. For example, a Certified Public Accountant who spends two hours stuffing envelopes for MAIN is donating his or her time at the Basic Skill level, not at the Advanced Skill level, even though he or she would be capable of contributing at the Advanced Skill level if performing accounting tasks.]

6.2.1.1 Basic Skills: This is the lowest level of skills. Persons performing such tasks as collating and stapling documents, stuffing envelopes, using copying machines and fax machines, notifying members of meetings, sorting mail, and the like will be deemed to be working at the Basic Skill level.

6.2.1.2 General Skills: This is the intermediate level of skills. Persons performing such tasks as word-processing, soliciting contributions to MAIN by telephone, and entering data into spreadsheets or databases will be deemed to be working at the General Skill level.

6.2.1.3 Advanced Skills: This is the top level of skills. Persons performing such tasks as composing documents on behalf of MAIN, operating MAIN's technical equipment, performing tasks requiring a professional knowledge of accounting or other such professions, and writing Unix programs will be deemed to be working at the Advanced Skill level.

6.2.2 With respect to donated time, the levels of skills distinguished by MAIN are those listed below. The Executive Director of MAIN, or his or her designated agent, shall be the judge of the level of skill employed in the performance of any and all tasks performed by volunteers. It must be understood that volunteers will be permitted to perform only those tasks for which they are qualified, in the judgment of the Executive Director of MAIN, or his or her designated agent.

6.2.3 The values associated with each level of skill may be adjusted up or down at any time by the Board of Directors of MAIN by amending this policy, subject only to the following restrictions: (a) changes of value will go into effect on the date set by the Board, but said date may be no earlier than two weeks following the meeting of the Board at which the change is made; and (b) at least one week in advance of said date, the changes of value must be promulgated electronically to the members of MAIN and made known via the general welcoming announcement that greets persons who dial or telnet into MAIN.

6.2.4 Time volunteered shall be verified by the MAIN member who supervises the volunteer in the task or who received the product of the project or task, and shall be reported to the Treasurer for the purpose of serving in lieu of paid dues.

6.2.5 Time donated to MAIN will be valued as follows.

6.2.5.1 Volunteer time will be recorded to the nearest half hour.

6.2.5.2 One hour of time contributed at the Basic Skill level will be valued at $6.00. One hour of time contributed at the General Skill level will be valued at $8.00. One hour of time contributed at the Advanced Skill level will be valued at $12.00.

6.3 Exceptions or limitations:

6.3.1 It is NOT expected that time spent on simple service on MAIN committees or as a member of the MAIN Board will be considered volunteer time as defined in this policy to serve in lieu of dues.

6.4 Financial Implications: As a result of this policy, MAIN may decrease the revenues it gains from its membership dues. No estimate of revenue to be foregone has been made. The MAIN Board has decided that this tradeoff is advantageous to the health and progress of MAIN.

6.5 Relationships: This policy makes no new relationships nor changes existing relationships.

7.0 Policy on Relationships

7.1 Definitions

7.1.1 For-profit. Any organization that is not a not-for-profit organization and not a government organization under the following definitions is to be considered a for-profit organization for the purposes of this policy and all activities of MAIN.

7.1.2 Formal relationship. A formal relationship is a relationship between MAIN and one or more other organizations in which a contract has been signed or agreed to orally either by all parties or only one of the parties. For example, organizations that sign agreements to use MAIN to deliver their information are in formal relationships with MAIN even though MAIN may not have actively signed the agreements. All formal relationships with other organizations must be approved by the MAIN Board of Directors.

7.1.3 Government. A government organization is any organization which is a unit of or an agent of a recognized jurisdiction, such as federal governments, state governments (to include institutions of higher education), county governments, city governments and special governmental districts such as school districts, library districts, and other such jurisdictions.

7.1.4 Informal relationship. An informal relationship is a relationship between MAIN and one or more organizations in which no contract has been made either orally or in writing.

7.1.5 Non-relationship. A non-relationship exists in cases where an entity's presence on an internet, in the broadest sense, is accessed through the MAIN interface-entrance ramp. Since no formal or informal agreement exists between MAIN and such presences on an internet, MAIN has no responsibilities toward those entities nor any liability for any information or misinformation accessed or resources used.

7.1.6 Not-for-profit. A not-for-profit organization is one having tax-exempt status from the Internal Revenue Service (or has such status pending). Without this IRS status, an organization is not a not-for-profit organization for MAIN's purposes.

7.2 General. MAIN desires the synergy of cooperative relationships. MAIN believes that the days of "competitive advantage" have given way to the days of "cooperative advantage." It is in the best interest of MAIN to form relationships with all manner of organizations for the betterment of the citizens of the Metropolitan Austin area.

MAIN must look carefully at all relationships into which it enters to ensure that its mission is furthered by the partnership and that the citizens of the Austin area benefit. As a not-for-profit corporation, MAIN must be especially careful about relationships it forms with for-profit entities so that it does not endanger its 501(c)(3) status so that donations to MAIN remain tax-exempt. Beyond that, MAIN must ensure that its motives and actions are not judged by profitability, but by benefit for the citizenry. All formal relationships with other organizations must be approved by the MAIN Board of Directors.

7.3 Specifics

7.3.1 Information relationships. MAIN will enter into formal relationships for the purpose of providing information to the citizens of the Metropolitan Austin area.

7.3.1.1 MAIN is not responsible for the content, correctness, completeness, or continuous availability of any information provided by another organization. MAIN is not also not responsible for any damage to that information.

7.3.1.2 MAIN reserves the right to sever any information relationship with any other party or parties at any time for any reason MAIN deems cogent unless legal obligations override this policy.

7.3.1.3 While MAIN may provide access to information for which an access or use charge is made, MAIN will not profit monetarily (beyond any cost recovery) from providing access to said information which a for-profit organization makes available, nor will MAIN be the conduit through which users of this information pay the information provider.

7.3.2 Donor relationships. MAIN will enter into relationships with other organizations for the purpose of accepting money, hardware, software, services, space, personnel resources, supplies, or other in-kind donations. Such donations shall be accepted by the Board on the basis of their contribution to MAIN's mission and in accordance with MAIN's Bylaws and tax-exempt status.

7.3.2.1 Generally, conditional donations will not be accepted, and in no event will they be accepted if they are in conflict with MAIN's not-for-profit status.

7.3.2.2 In the case of a donation of space, MAIN must retain a separate identity, especially in the case of such a donation by a for-profit entity. MAIN will not allow itself to become linked strongly with any for-profit entity.

7.3.3 Other relationships. MAIN may enter into relationships with organizations for any other purpose related to MAIN's mission provided MAIN's not-for-profit status is in no way jeopardized.

7.3.4 Review of relationships. All formal relationships in which MAIN is a partner must be reviewed at least once per year by the Board, the Executive Director, corporate counsel, or someone delegated this responsibility by the Board.

7.3.5 Publication of information about relationships. In general, all information related to MAIN's relationships shall be made public in accordance with MAIN's official information policy.

7.3.5.1 If however, any proprietary information that one partner does not wish to be disclosed is contained in a formal relationship document, MAIN shall not make said information available subject to all laws and regulations as shall be in effect and applicable.

7.3.6 Publicity. To recognize donations and to announce relationships, MAIN may make public notice of the donation or relationship only to such extent that the publicity is not construed as advertising for a for-profit entity. It is incumbent upon MAIN not to appear to be merely an advertising opportunity for a for-profit entity.

7.4 There are no financial implications in this policy.

7.5 While there are no specific relationships made or unmade by this policy, the policy has implications for every relationship into which MAIN enters.

8.0 Policy on Information to which MAIN Provides Access

8.1 General.

MAIN exists to provide information electronically to the metropolitan Austin community. Information that serves community needs is a potential addition to MAIN, either physically or virtually.

MAIN reserves the right to include or to exclude, to continue to display or to discontinue to display any and all information on its own machines.

8.2 Specifications

8.2.1 MAIN, as a 501(c)(3) not-for-profit organization, is statutorily forbidden to earn a profit, to advertise for-profit products, or to become too closely affiliated with a for-profit enterprise. Therefore, MAIN will focus its information gathering and dissemination activities on information from other not-for-profit organizations.

8.2.2 MAIN is responsible for the presence of the information it stores on its own machines and makes available electronically, but not for its authenticity, its accuracy, or its currency. All organizations providing information to MAIN are responsible for its authenticity, its accuracy, and its currency,

8.2.3 MAIN is not responsible for, will not monitor, and does not have the capability to monitor, review, approve, or remove information that is not physically stored on MAIN's machines but is accessible over the Internet. Let the user beware.

8.2.4 MAIN can accept information from any source willing to provide it to MAIN as long as it furthers MAIN's mission.

8.2.5 When MAIN agrees to accept information, it will mount said information as soon as it can, given its status as a volunteer organization. MAIN is not liable if it is unable to post any information in a timely enough manner.

8.3 Exceptions

8.3.1 There is a potential conflict between sections 8.1 and 8.2.1 of this policy. Where the interests of the community are best served by making information from a for-profit enterprise accessible via MAIN (e.g.,restaurant menus, theatre schedules), MAIN will handle each case individually making the determination as to whether the information can be mounted or pointed to. In cases in which information that emanates from a for-profit enterprise is aimed at informing the people about community activities (even if conducted for a profit), MAIN will generally allow the information. In cases in which information that emanates from a for-profit enterprise is aimed primarily to sell products or services, MAIN will generally disallow the information. The decision of the MAIN Board is final.

8.3.2 MAIN will refuse to store and disseminate (or refuse to continue to store and disseminate, as the case may be) any information- regardless of its source, public purpose, or any other qualification- that is unauthorized (e.g., is not sanctioned by the organization having or producing the information) or illegal (e.g., infringes on copyright), that jeopardizes MAIN's not-for-profit status, that violates MAIN's mission or this or any other of MAIN's policies or guidelines, or that threatens the operation or security of MAIN's system.

8.4 This policy has no financial implications for MAIN.

8.5 This policy potentially impacts MAIN's relationships with information providers or potential information providers.

9.0 Purchasing Policy

9.1 The purpose of this policy is to formalize and direct MAIN's purchasing. This policy is purposely broad enough to allow MAIN to spend its funds in the best way possible given a set of circumstances, but at the same time to specify some directions to be followed resulting in objective purchasing. In no case is the purchase of any good or service by MAIN to be influenced by personal feelings of anyone in the MAIN organization, broadly defined, or to be made on the basis of economic gain by any individual in the MAIN organization. Even the appearance of impropriety must be avoided.

9.1.1 Administrative. The President of MAIN is responsible for determining that this policy has been followed for each purchase approved by the Board. The MAIN Board member, or another member of MAIN, who proposes a purchase should refer to this policy and should inform the President how the particular purchase fits within this policy. The Executive Director of MAIN is responsible for determining that this policy has been followed for each purchase approved by the Executive Director.

9.1.2 No MAIN Board member, employee of MAIN, or MAIN member in its broadest sense who stands to gain financially from a MAIN purchase may participate in a decision by MAIN to make that purchase.

9.2 Whenever possible, MAIN will make purchases from Austin area businesses. It is MAIN's intent to support local vendors and to build long-term relationships with vendors in all segments of the MAIN market.

9.3 When possible, MAIN will purchase supplies, furniture, equipment, other physical items, and services by soliciting prices from preferably three, and more when feasible, reputable vendors. In no case is a purchase to be made after consulting only one vendor unless that one vendor is the sole possible supplier of the needed product or service. Formal bids must be sought for major purchases in terms of dollar value or complexity of the product or service to be purchased. In making final selection, MAIN will consider the following in this order of importance:

9.3.1 Suitability to project goals of goods or services offered by the vendor.

9.3.2 Price, economy, and value of individual vendor offerings.

9.3.3 Vendor's record for quality, service, and reliability.

9.3.4 Recommendations and/or requirements from project partners (if any).

9.4 It is the responsibility of the Treasurer of MAIN or designate to ensure that all of MAIN's accounting procedures are followed in the allocation and expenditure of resources for any purchases.

9.5 When MAIN's President, the collective Board, or the Executive Director approves a purchase and arrangements are finalized with the vendor(s) for delivery, it is the responsibility of the Treasurer of the Board to pay vendor(s) as swiftly as possible after the delivery of the purchased product or service. MAIN should gain all possible discounts for prompt payment and must protect MAIN's credit rating and good name.

9.6 This policy has no financial implications per se, but its application will have financial implications for all MAIN purchases. Following this policy should result in the most effective and efficient purchases possible.

9.7 This policy does not change any existing relationship. Following this policy will result in MAIN's building relationships with local vendors of goods and services. This policy is not designed to create a formal or informal relationship with any one vendor except as purchasing from that vendor under terms of this policy will create a de facto commercial relationship, but only then for that one particular purchase.




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