Statutes of FileSender

Title: Statutes of FileSender
DRACC: 0017
DRACC alias: FS-0000
Category: Regulatory
Scope: Programme
Authors: Leenaars, M.A.G.J.; Meijer, J.; Aben, G.; Šuklje, M.
Date: December 2016
Copyright: The Commons Conservancy

This doc­u­ment is copy­right: [The Com­mons Con­ser­van­cy] and File­Sender. It can be used un­der a Cre­ative Com­mons At­tri­bu­tion 4.0 In­ter­na­tion­al li­cense.


The File­Sender Pro­gramme (in short: File­Sender) has been es­tab­lished to ­fa­cil­i­tate an open, trans­par­ent and ef­fi­cient gov­er­nance pro­cess through­out the fu­ture de­vel­op­ment of the tech­nol­o­gy and aux­il­iary ­ma­te­ri­als (such as doc­u­men­ta­tion, test­s, val­ida­tors and tu­to­ri­al­s) de­vel­oped with­in the File­Sender us­er and de­vel­op­ment com­mu­ni­ty.

File­Sender seeks to pro­vide guid­ance, over­sight and co­or­di­na­tion of ac­tiv­i­ties as well as a long-ter­m, mul­ti­-s­take­hold­er and ar­chi­tec­tural per­spec­tive.

Financial considerations

File­Sender op­er­ates on a nil bud­get, which means there are no di­rec­t ­fi­nan­cial con­sid­er­a­tions.

File­Sender Board of Di­rec­tors de­ter­mines the de­sired di­rec­tion of the de­vel­op­ment of tech­nol­o­gy and aux­il­iary ma­te­ri­al­s. At the re­quest of ­grant­mak­ing or­gan­i­sa­tion­s, donors and part­ner­s, File­Sender MAY provide guid­ance to oth­ers on and in­spi­ra­tion with re­gards to the es­tab­lish­men­t and eval­u­a­tion of ac­tiv­i­ties. File­Sender it­self will have no di­rec­t ­fi­nan­cial in­volve­ment in such ac­tiv­i­ties un­der any cir­cum­stances.


The cen­tral de­ci­sion mak­ing body with­in File­Sender is the File­Sender Board of Di­rec­tors (in short: File­Sender Board­). The File­Sender Board is a mer­i­to­crat­ic com­mit­tee re­spon­si­ble for mak­ing and co­or­di­nat­ing de­ci­sions on be­half of the us­er and de­vel­op­er com­mu­ni­ty around ­File­Sender, ac­cord­ing to the con­di­tions set forth in these Statutes as well as any Reg­u­la­tions es­tab­lished by pri­or de­ci­sions of the File­Sender Board.

The File­Sender Board has a min­i­mum of three, and a max­i­mum of sev­en ­nat­u­ral per­son­s. The found­ing File­Sender Board has ap­point­ed a num­ber of its con­sti­tut­ing Di­rec­tors to serve a half (12 mon­th) ter­m, and the re­main­der to serve a reg­u­lar (24 mon­th) ter­m. Sub­se­quent Di­rec­tors are ­elect­ed by the File­Sender Board to reg­u­lar 24 month terms ac­cord­ing to the pro­ce­dure set out in these Statutes. Di­rec­tors are per­mit­ted to seek of­fice for mul­ti­ple terms, how­ev­er, when run­ning against oth­er ­can­di­dates the amount of terms they have con­sec­u­tive­ly served is d­e­duct­ed from the votes cast in their favour. This pro­vides a bal­ance ­be­tween con­ti­nu­ity, equal op­por­tu­ni­ties and re­new­al of qual­i­ties and ­com­pe­tences.

The File­Sender Board de­ter­mines the Pro­gram­me’s struc­ture and pro­cess­es, and is re­spon­si­ble for main­tain­ing its Statutes and Reg­u­la­tion­s. The ­File­Sender Board is free to make or re­vise any de­ci­sion, tak­ing in­to ­con­sid­er­a­tion ap­pli­ca­ble law as well as any im­mutable con­di­tion­s pre­vi­ous­ly es­tab­lished with­in the Statutes or Reg­u­la­tion­s.

In or­der to ef­fi­cient­ly ful­fill its tasks, the Board may es­tab­lish spe­cial­ized com­mit­tees and task­forces, as well as as­sign named roles to qual­i­fied in­di­vid­u­als to pro­vide ad­vice and as­sis­tance on speci­fic is­sues. The as­so­ci­at­ed qual­i­fi­ca­tion­s, tasks and re­spon­si­bil­i­ties SHAL­L be for­malised by pub­li­ca­tion as part of the Reg­u­la­tions of File­Sender.

The File­Sender Board (and any per­son, group or or­gan­i­sa­tion man­dat­ed by the File­Sender Board on its be­half) must act in good faith and in the ­com­mon in­ter­est of the de­vel­op­er com­mu­ni­ty and the wider us­er com­mu­ni­ty of File­Sender. If sig­nif­i­cant harm to the or­ga­ni­za­tion has been ­com­mit­ted by any Di­rec­tor, he or she MAY be re­moved from the Board by a sim­ple ma­jor­i­ty vote of the rest of the Board.

The File­Sender Board SHALL con­vene off­line or on­line at least ev­ery twelve (12) month­s.

Voting procedure

Any two File­Sender Di­rec­tors MAY joint­ly or­gan­ise a vote of the ­File­Sender Board on any sub­jec­t, af­ter which a no­ti­fi­ca­tion SHALL be sent out by email to each Di­rec­tor de­tail­ing the pro­posed ac­tion and the dead­line.

Each Di­rec­tor is en­ti­tled to one (1) vote on each mat­ter sub­mit­ted to a vote. Vot­ing hap­pens through an elec­tron­ic vot­ing sys­tem, by email vote or by a quo­rate (on­line) meet­ing. A quo­rum is reached when all Di­rec­tors are ei­ther (tele)p­re­sen­t, have ap­point­ed a proxy or have in­di­cat­ed they will ab­stain from vot­ing.

It is the re­spon­si­bil­i­ty of each Di­rec­tor to main­tain valid con­tac­t de­tails for com­mu­ni­ca­tion with­in the Board. When a Di­rec­tor does not re­spond to mul­ti­ple com­mu­ni­ca­tion re­quests or in­vi­ta­tions to vote for a pe­ri­od of one month across at least two dif­fer­ent chan­nel­s, he or she is re­moved from the quo­rum count un­til con­tact is re­stored.

Reg­u­lar de­ci­sions of the File­Sender Board are tak­en by a sim­ple ­ma­jor­i­ty. Any amend­ment to these Statutes re­quires a con­sen­sus of the en­tire File­Sender Board mi­nus one Di­rec­tor. In all cas­es, the Chair of the File­Sender board casts the de­cid­ing vote in case of a tie.

Each Di­rec­tor agrees to use his best ef­forts to re­solve dis­putes in an in­for­mal man­ner.


All File­Sender Di­rec­tors (as well as any per­sons the File­Sender Board­ have del­e­gat­ed tasks and/or re­spon­si­bil­i­ties to) are un­der­stood to ac­t as fidu­cia­ries with re­gard to the File­Sender Pro­gram­me, and their du­ties in­clude, but are not lim­it­ed to, the fidu­cia­ry du­ty of care and the ­fidu­cia­ry du­ty of loy­al­ty.

Di­rec­tors SHOULD NOT re­ceive any per­son­al ben­e­fit as a re­sult of a pend­ing de­ci­sion — he or she is re­quired to ex­plain the cir­cum­stances and avoid tak­ing any part in the de­ci­sion.

Any con­flict of in­ter­est or ap­par­ent con­flict of in­ter­est be­tween ­File­Sender and in­di­vid­u­al Di­rec­tors MUST be avoid­ed. Di­rec­tors un­der­take ­to de­clare any in­ter­est in any item un­der dis­cus­sion and MAY be in­vit­ed ­by the File­Sender Chair to with­draw from dis­cus­sions when busi­ness ­con­cern­ing their per­son­al in­ter­ests or the in­ter­ests of nat­u­ral or legal per­sons close to them is be­ing dealt with. Di­rec­tors MUST heed such an in­vi­ta­tion and at the very least ab­stain from vot­ing.

De­ci­sions in­volv­ing ac­tiv­i­ties un­der which one or more Di­rec­tors would have con­flicts of in­ter­est that are of ma­te­ri­al sig­nif­i­cance to the Pro­gramme and/or to the rel­e­vant Di­rec­tor(s) re­quire the ap­proval of the en­tire File­Sender Board mi­nus the Di­rec­tor(s) with a con­flict of in­ter­est.

Licensing policy

All soft­ware and con­tent cre­at­ed or main­tained with­in File­Sender is to be made pub­li­cal­ly avail­able per­pet­u­al­ly at no cost un­der one or more of the li­cens­es on the Free Soft­ware Foun­da­tion’s list of “rec­om­mend­ed ­copy­left li­cens­es” or any li­cense ap­proved by the Open Source Ini­tia­tive on or af­ter the sub­mis­sion date.

When ad­di­tion­al li­cens­ing needs (which would make the iden­ti­cal soft­ware or as­sets avail­able al­so through li­cens­es not on those list­s) arise, the ­File­Sender Board is re­spon­si­ble for de­cid­ing on a case by case ba­sis how this shall be best dealt with. In such mat­ters the Board SHALL act in­ the com­mon in­ter­est of the us­er and de­vel­op­er com­mu­ni­ty, re­spect­ful of the spir­it and in­tents of the orig­i­nal cre­ators of and con­trib­u­tors to ­File­Sender.

Any fi­nan­cial ben­e­fits re­sult­ing from li­cens­ing agree­ments with third ­par­ties shall ex­clu­sive­ly be di­rect­ed to­wards a not-­for-prof­it or­gan­i­sa­tion aligned with the goals of File­Sender as con­tri­bu­tion to the ­fu­ture de­vel­op­ment and main­te­nance of File­Sender. These con­tri­bu­tion­s shall be spent un­der the re­spon­si­bil­i­ty of the File­Sender Board, on be­half of the File­Sender us­er and de­vel­op­er com­mu­ni­ty and in the gen­er­al pub­lic in­ter­est.

Transition into these Statutes

The fol­low­ing de­ci­sions are rat­i­fied by the sig­na­to­ries when the­se S­tatutes take ef­fec­t:

  • The found­ing File­Sender Board shall be com­prised of the in­di­vid­u­al­s act­ing as sig­na­to­ries of the ini­tial ver­sion of these Statutes, the act of which al­so has es­tab­lished all signees as Di­rec­tors.
  • Jan Mei­jer is ap­point­ed as the File­Sender Chair for a pe­ri­od of 12 month­s.
  • Ro­gi­er Spoor is ap­point­ed as Di­rec­tor of the File­Sender Board for a pe­ri­od of 12 month­s.
  • Nicole Har­ris and Gui­do Aben are ap­point­ed as Di­rec­tors of the File­Sender Board for a pe­ri­od of 24 month­s.
  • The File­Sender Board com­mits to iden­ti­fy and ap­proach all right­s hold­er­s, and ask them to trans­fer the moral stew­ard­ship of the ­code­base to the File­Sender Pro­gramme.

Agreed on (date), (lo­ca­tion) by:

Jan Mei­jer Gui­do Aben Ni­cole Har­ris Ro­gi­er Spoor