General – Administrators – Communication – Foodsaving – Foodsharing Points (FPs) – Onboarding
This document is a translation of the original group agreement in German [PDF]. In case of ambiguities or mistranslations, the original document in German is the valid reference for the group functioning.
1. Intention
Mission
To safeguard the association’s legal and financial integrity while steering its long-term strategic alignment with its mission
Offer
- To represent the association in all legal and administrative matters
- Manage the association’s finances in a transparent manner
- Guarantee a civil liability insurance covering the association’s activities
- Organise the General Assemblies
- Conducting mediations on request
- Decide on the exclusion of members from the association at the request of members
- Set the strategic direction and conduct long-term planning with a participatory process that involves all motivated members
- Provide active support to the Leader of the Council in leading the association operationally
Goal
Effective legal and administrative representation, financial management, and strategic foresight to ensure the association stays true to its mission and its projects run smoothly
Domain
- Choice of insurance and bank
- The association’s long-term roadmap and mission alignment
2. How do I become a member of this circle?
Determination by sociocratic election at the annual ordinary general assembly
3. How do I withdraw my membership?
Announce their resignation to all members of the association. See Statutes for Procedure.
Or:
Let their term of office expire and not stand for re-election.
4. Roles
4.1 2 E-Mail Checkers
Responsibilities
- Taking care of the mailbox administrators@foodsharing.lu
- Setting up automatic forwarding to other Administrators on their request
4.2. 2 Treasurers
Responsibilities
- Manage cash accounts by maintaining a document with all account transactions
- Document the utilisation of the budget in a document
- Preparation of financial reports for the General Assembly and the public.
4.3. Insurance Contact Person
Responsibilities
- Bidirectional communication with our insurance company
- Processing of claims
4.4. 2 Persons responsible for myguichet.lu
Responsibilities
- Provide access to the Contact Person for Sécurité Alimentaire of the Foodsharing Points project
- Check the declarations of the Foodsharing Points
4.5. Additional responsibilities for the Representative of this circle
- Assigns themselves the mediator role in every group on Karrot to be able to see the exclusion requests’ cases for sharing them with their circle
4.6. How do I get one of the roles?
- Sociocratic election at district meetings of administrators
4.7. How do I hand over my role?
- Announce resignation to all members of your own circle and the circle in which you worked
- Invite those interested in the role to the next circle meeting
- Sociocratic election at the next district meeting
- Handing over the role with the new person
- Communicate change to all members of your own circle and the circle in which you worked
- Four weeks to be available for inquiries
5. Meeting minutes
At each meeting, the minutes of the previous meeting are adopted. Then, the secretary and moderator of that meeting extract the document in PDF format and sign it with an image of their signature or with a digital signature.DF format and sign it with an image of their signature or with a digital signature.
History of changes
- 19.01.2026
- Changed: adapt intention to become responsible for keeping the association true to its mission
- 16.12.2025
- Changed: Offer on conflict resolution: The circle cannot call on an external mediator anymore.
- Added: additional responsibility for Representative of this circle
- 01.12.2025
- Added: new roles “2 Persons responsible for myguichet.lu”
- 27.10.2025
- Added: “Meeting minutes”
- 02.07.2025
- Added: new roles “2 E-Mail Checker”
- 08.04.2025
- Changed: moved into this document
- Added: new role “Insurance Contact Person”
- Changed: clarified responsibilities of Treasurer