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.

General

Jump directly to sub-chapters

General

Communication

Foodsaving

Foodsharing Points (FPs)

Onboarding

Political Work

Workshops

1. Our DNA

Vision

All edible foods in Luxembourg are consumed.

Mission

To fight food loss and food waste

Aims

• Facilitating the speedy redistribution of food that would be thrown away, but is still edible to people irrespective of their financial or social situation
• Raising awareness on the issue of food loss and waste and its impacts on the climate, environment, and society
• Pushing for a systematic change so that food loss and waste are dramatically reduced

Values

Respect

For us, respect includes acceptance, openness and justice.

Reliability

Reliability results from one’s own motivation.

Responsibility

For us, a sense of responsibility includes sustainability, transparency and the money-free handling of rescued food. In the sense of responsibility towards the rescued food, a fast processing of the food stands for us before a charitable transfer.

Community

Through the structure and the course of our meetings, as well as the formal responsibility, an attempt is made to prevent conflicts. If possible, feedback is given through non-violent communication.

2. Membership

Responsibilities of a member

• Registration on our communication platform, with photo and real name
• Best possible and active support of Foodsharing Luxembourg

How do I become a member?

• Fill in the membership application with legal agreement and privacy policy and acknowledge the statutes and group agreement by signature
• Be present at an information meeting
• The Onboarding Circle confirms that there is no expulsion.

How do I resign as a member?

Send an e-mail to the onboarding working group explaining the resignation.

How can I be excluded as a member?

See Article 11 of the Statutes.

3. Structure

3.1. Circles

A circle is a semi-autonomous and self-governing group of equal persons who are jointly responsible for a sphere of work, decision-making and influence and can make decisions. In accordance with sociocracy, each circle may, if necessary, create temporary roles or circles whose responsibilities are clearly defined and dissolved after fulfillment.

3.2. Roles

• Each member can take on several roles.
• Each elected role in the circles must be redefined at the meeting of the circle after the General Assembly.

3.2.1. Leader of a Circle

Every Circle has a Leader; Only the Circles Council (see below) and Administrators (see below) have none.

Responsibilities of the Leader of a Circle

• Carrying the parent Circle’s matters into the Circle
• Making sure all actions serve to carry out the Circle’s aim
• Acting as contact person for their Circle

How do I become a Leader of a Circle?

Sociocratic election at a meeting in the parent Circle. Redefinition every year at the first Circle meeting after the ordinary General Assembly.

How do I give up my role as a Leader of a Circle?

1. Announce resignation to all members of your own Circle and the parent Circle
2. Wait for the sociocratic election at the next Circle meeting
3. Handing over the role with the new person
4. Communicate the change to all members of your own Circle and the parent Circle
5. Four weeks to be available for inquiries

3.2.2. Representative of a Circle

The Council (see below) does not have this role; For all other Circles, this role is optional.

Responsibilities of the Representative

• Reporting from their Circle to the next higher Circle what decisions have been made, how the sub-Circle is going, the impact on the Circle of decisions made in the parent Circle, etc.

How do I become a Representative of a Circle?

Sociocratic election at a Circle meeting. Role Foodsaver as a condition for Representatives of a Regional Circle. Redefinition every year at the first Circle meeting after the ordinary General Assembly.

How do I give up my role as a Representative of a Circle?

1. Announce resignation to all members of your own Circle and the parent Circle
2. Invite those interested in the role to the next Circle meeting
3. Sociocratic election at the next Circle meeting
4. Handing over the role with the new person
5. Communicate the change to all members of your own Circle and the parent Circle
6. Four weeks to be available for inquiries

3.1. Roles

• Each member can take on several roles.
• Each elected role in the circles must be redefined at the meeting of the circle after the General Assembly.

3.2. Circles

A circle is a semi-autonomous and self-governing group of equal persons who are jointly responsible for a sphere of work, decision-making and influence and can make decisions. In accordance with sociocracy, each circle may, if necessary, create temporary roles or circles whose responsibilities are clearly defined and dissolved after fulfillment.

4. Work in Working Circles (WC)

4.1. Working Circles 

Name

Communication

Foodsaving

Foodsharing Points (FPs)

Onboarding

Political Work

Workshops

Each of the above-mentioned Working Circles may change its part of the Group Agreement itself, must include a history of changes at the end and must communicate these changes to all members.

4.2. How do I become a member of a Working Circle?

Each member of the association may join as many working or sub-working groups as he or she wishes. The new member shall inform all other members of this circle of his or her accession.

5. Connecting structure

5.1. Administrators

Responsibilities

• Election of one representative and two treasurers
• Representation of the association in all legal and administrative acts
• Organize regular meetings, e.B. if forgotten to determine the facilitator role for the next meeting

How do I become a member of this circle?

1. Determination by sociocratic election at the annual ordinary general assembly

How do I withdraw my membership?

1. Announce their resignation to all members of the association. See Statutes for Procedure.

Or:

2. Let their term of office expire and not stand for re-election.

5.1.1. Treasurer

Responsibilities

• Manage your cash accounts
• Preparation of financial reports for the General Assembly and the public.

How do I become a treasurer?

1. Sociocratic election at district meetings of administrators

How do I hand over my role as treasurer?

1. Announce resignation to all members of your own circle and the circle in which you worked
2. Invite those interested in the role to the next circle meeting
3. Sociocratic election at the next district meeting
4. Handing over the role with the new person
5. Communicate change to all members of your own circle and the circle in which you worked
6. Four weeks to be available for inquiries

5.2. Council (Rat)

This circle consists of the Leaders and Representatives of the Working Circles, the Representative of the Administrators and the Representative of the Circle of Well-Being Managers.

Responsibilities

• Exchange on the organisation of events or other awareness-raising actions
• Exchange of current membership and foodaver numbers
• Optimization of the organizational structure

How do I become a member of the Council?

See the role description of the Leader and of the Representative.

6. Organization chart

Organization chart: CRegional Circles (see Foodsaving) in green ⬤, Working Circles in red ⬤, Council in violet ⬤, Administrators in orange ⬤

7. Meeting

A distinction is made between the organizational meetings, general assembly and district meetings, as well as the information meetings. The General Assembly is described in the Statutes. District meetings take place at least once every other month and information meetings at least once a month. Our meetings are non-alcoholic.

7.1. Organizational meetings

Course of meetings

1. Agreement on one or more languages in which the meeting will be held
2. Check-in round
3. Round for sharing unpleasant things
4. Recognition and gratitude round
5. Round to share progress and ideas
6. Agenda presentation and adjustment, including prioritization of topics
7. Processing of agenda items
8. Next steps, including setting the facilitator for the next meeting
9. Feedback round: Feedback on roles and evaluation of our cooperation
10. Check-out round

Roles

The following roles should rotate each meeting:

• Facilitator: This person is determined at each meeting for the next one. She sets a date on which most members can, as with framadate.org, creates an agenda with time management, as with framapad.org, to which any other member can add something, and moderates the meeting.
• Keeper of the memory: This person writes a report of the meeting, including the names of the people present. It will send it to all members within 5 days of the meeting.
• Keeper of the time: This person looks at the clock and tells the facilitator if there is a risk of deviating too much from the agenda.
• Keeper of the heart: This person observes the mood of the individual members, pays attention to the individual needs and is allowed to interrupt the meeting in case of a crisis or conflict. She is also welcome to guide one or the other Energizer to ground, refresh or calm the group.

Decisions

Decisions are made sociocratically at the members’ meeting, according to the principle: “Safe enough to try, good enough for now”. Only members are entitled to make decisions. The procedure is as follows:

1. Ask others for advice.
2. Prepare a proposal.
3. Present a proposal.
4. Clarify comprehension questions without starting discussion.
5. Others ask for objections. Objections are justified if they credibly show how the association or its members would be worse off as a result of the decision. Best of all, the objection includes a suggestion for improvement.
6. Incorporate suggestions for improvement.
7. Repeat point 3 until there are no more objections.

7.2. Information meeting

During the information meetings:

• a attendance list is created
• visitors are introduced to our association by explaining our projects
• the process is explained to potential members in order to become a member 
• is made aware of our group agreement

8. Well-being

8.1. Netiquette

The following guidelines help to ensure that our values are upheld when we interact with each other online. If you observe a person not following these guidelines online, then you as a member are empowered to post the below guidelines as a reminder:

1. Be respectful, kind, courteous and clear in your communication. We’re all in this together to create a welcoming environment. Let’s treat everyone with respect.
2. Simple. If you wouldn’t say it face to face, don’t say it online. Is your message best posted online? Could you talk to the person/people by direct message? Is it better discussed in a face to face/online meeting? Consider – what you want to achieve and who needs to know.
3. Read again what you have written to ensure it says what you want and will not be misinterpreted. Do not use All caps (“I’M SHOUTING / ANGRY”) or multiple exclamation marks (“Give me a break!!!”).
4. Write your post in two languages when possible. Then as many people as possible will understand. Deepl and Google Translate can support you.
5. Make sure everyone knows who you are and your role, as well as who you are writing to. For example, I am the Cooperation Manager of XXXX. Be clear who you are writing to (“All” or “Hi John”) and end with your name, role (“Name, Communications Leader”).
6. Use emoticons. Emoticons can help convey feelings that may otherwise get lost in translation, including humour, exasperation, celebration, exhaustion and even confusion. Use at maximum three emojis per message.
7. Give them the benefit of the doubt. If you are offended by something someone says online, keep in mind that you may have misunderstood their intentions. Give them the benefit of the doubt. You can also contact them directly to resolve the issue.
8. No bullying or hate speech. Make sure that everyone feels safe. Bullying of any kind isn’t allowed, and degrading comments about things such as race, religion, culture, sexual orientation, gender or identity will not be tolerated.
9. Foodsharing Luxembourg is a sociocratic organisation. No one person has all the power. Decisions are made in consultation with the circles.

8.2. Conflict Resolution

At a certain point, conflicts and tensions arise in every relationship or group. People affected by a conflict can feel a wide variety of emotions. The attitude should be to take the conflict as a gift, an opportunity to grow oneself, the relationship between all people affected and maybe even the whole group. Being part of this group involves a commitment to attempt to resolve any conflicts which arise, not to avoid or ignore them. The purpose of this is to keep the group healthy so that it can be effective in achieving its goals. A refusal to do this can mean that whoever refuses to do it may be asked to leave the group.

The following steps should guide you:

1. Make a genuine attempt to resolve the conflict between the individuals involved, by themselves.

2. Familiarise yourself with the basics of Nonviolent Communication (NVC). In fact, going through the following steps is helpful:
   1. What do you see happening? (observations)
   2. How do you feel about it? (feelings)
   3. What do you need in this situation? (needs)
   4. What do you want to happen? (specific requests)
   5. What can we agree to do about it? (agreements)
3. If things get tense, difficult or conflictual, any group member is encouraged to suggest a “Time out”, a break where people step back and reflect on what is going on and how they might have been contributing to the situation. Then people can come back together to work it out then and there, and they begin by saying the ways in which they may have been contributing to things becoming tense or difficult. Alternatively, a dedicated meeting to talk about this can happen, if everybody affected agrees to it. (see also “Keeper of the heart” role in meetings)
4. If a conflict arises outside of a meeting, then whoever is in conflict tries to sort it out with each other directly in a face-to-face meeting, with respect for differences and within the rules of our group agreement.
5. If this conflict occurs online we urge you to refer to the Netiquette Guidelines (see above) and to remind all parties involved of its contents.
6. If the conflict can not be resolved between the individuals themselves, then it should be reported to the relevant parties of the circle involved.
7. If everything else has failed, or if any of the misconduct falls under the list of offences that may lead to exclusion from Foodsharing Luxembourg as a whole (see below), approach a member of the Administrators. The Administrators must respond to the report of an offence and must deal with it within 2 weeks. If deemed necessary, an independent external mediator may be used at this stage in order to move forward and help resolve the conflict. The Administrators will call on the parties involved to discuss the incident(s), will make a decision and communicate this decision directly to the parties involved.

8.3. List of offences

The following offences can lead to exclusion from Foodsharing Luxembourg and is valid for all its members. This list is not exhaustive. The sanction and the duration for non-respect of one of these rules will be decided by the Administrators.

• Criminal offence in the context of one of our activities
• Serious breach of a rule of the group agreement
• Collection or sale of saved food from our cooperations on behalf of another organisation
• Not adhering to our values
• Damage to the image / defamation of Foodsharing Luxembourg
• Intimidation / Threats / Harassment / Defamation
• Embezzlement of money or sale of material belonging to our association

9. Distribution

Food is passed on unconditionally. This means that no one is preferred. Everyone receives as much as desired. Nothing is picked up or put back. If you come at a later date, you can choose from what is left. Everyone decides for themselves whether and to whom he/she passes something on.

10. Money

• Basically, the principle applies: As little as possible, as much as necessary.
• The work of Foodsharing Luxembourg is basically voluntary.
• No food may be sold or used as barter, even those for which rescued food has been processed.
• Donation boxes may not be placed at a foodsharing point, as Foodsharing Luxembourg could otherwise be classified as a food company for accepting the sale of food.
• Donations for the association are allowed at events if it is clear that the food is free of charge. For this purpose, signs with the inscription “Donations for the association Foodsharing Luxembourg” and “Food to give away” can be written.
• There is no permanent cash register.
• Any transport costs incurred are to be borne by yourself.
• Financial reports should be publicly and transparently accessible to foodsharing.lu.
• Each Working Circle represented in the Council submits a budget in March and September of each year with planned income and expenditure for the coming 6 months.
• The Council distributes a maximum of 75% of the available money to the Working Circles based on these budgets, the real income and expenditure of the last years and the current account balance.
• Only expenses approved by the Council can be reimbursed by the Working Circle representative requesting reimbursement from the treasurers.

11. Review

Each year, this group agreement is reviewed before the Assembly so that any suggestions for improvement can be submitted to the Assembly. For this purpose, an administrator establishes a working group.

History of changes

• 07.03.2023
  • Changed: Adapted organigram
  • Added: Netiquette, Conflict Resolution and list of offences under “Well-Being”
  • Removed: Well-Being Manager system
• 31.01.2023
  • Removed: Distribution Days
• 09.01.2023
  • Added: added expulsion check to “How do I become a member?” under “Membership”
• 19.11.2022
  • Added: mission and aims
  • Changed: order: “Circles” comes before “Roles” under “Structure”
  • Added: description of “Leader of a Circle” and “Representative of a Circle” under “Roles”, within the scope of the introduction of double linking
  • Removed: “Representative of a Working Circle in the Council” under “Working in Working Circles (WC)” because of generalisation within the scope of the introduction of double linking
  • Added: complemented “Council” with Leaders, within the scope of the introduction of double linking
  • Removed: limit on the number of Circle you can be Representative of in the Council
• 28.08.2022
  • Added: budget and reimbursement processes
• 18.07.2022
  • Removed: closed Working Circle “Awareness” due to empty domain and inactivity
  • Changed: transferred domain of Working Circle “Awareness” to “Foodsaving”
  • Added: election of one representative as responsibility under “Circle of Well-Being Managers”
  • Added: expansion of the Council with representative person of the Well-Being Managers directly under “Council”
  • Added: explanatory note about Regional Circles directly under “Well-Being Manager of a Regional Circle”
  • Removed: moved “Breakdown of members into Regional Circles (RC)” into Foodsaving part of the group agreement

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Communication

1. Responsibilities

• Responsible for the social media channels
• Responsible for the website
• Building and maintaining relationships with other stakeholders
• Increasing the level of awareness of our association
• Media coverage
• Design of print media
• Installation and maintenance of platforms
• Support of the other members in case of technical problems when using the platforms

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Foodsaving

1. Intention

Mission

To pick up and redistribute food that would be thrown away if not taken by charities.

Offers

• Ensure organized and spontaneous pickups in the respective Regional Circle
• Exchange between the members of the circle on the development of new local projects
• Election of a regional representative and a well-being manager
• Storage and maintenance of the association’s material
• Keeping an inventory of the association’s material
• Lending the association’s material
• Organisation of public events, in particular information booths and cooking events, which have to be announced to every member

Goals

• Creating cooperations with businesses and other organisations to pick up food that they don’t want to sell any more but which is still edible
• Organising pickups in a just and environmentally friendly way by our Foodsavers that are close to the pickup places anyway
• Increasing engagement of Foodsavers to get active in other parts of our association as well

Domain

• Creating cooperations with food businesses and other organisations for rescuing food, using signatures of 2 Administrators if a contract needs to be signed
• Deciding when to accept new Foodsavers

2. Breakdown of members into Regional Circles (RC)

2.1. Geographical breakdown in Regional Circles

Foodsharing Luxembourg is geographically divided into regional circles. Each Regional Circle corresponds to one or more of 12 cantons. These are:

• Capellen
• Clervaux
• Diekirch
• Echternach
• Esch/Alzette
• Grevenmacher
• Luxembourg
• Mersch
• Redange
• Remich
• Wiltz
• Vianden

Current Regional Circles (RC):

• Capellen-Redange (CR)

• Clervaux-Wiltz (CW)
• Diekirch-Vianden (DV)
• Echternach-Grevenmacher-Remich (EGR)
• Esch/Alzette (ES)
• Luxemburg (LU)
• Mersch (ME)

As soon as there are more than 3 cooperations with companies in a single canton and necessarily at least 3 more cooperations in the rest of this district, this can be divided. In doing so, the canton splits off, which first has the 3 companies within its borders together.

2.2. Responsibilities

The RC Esch/Alzette takes care of the storage and maintenance of the association’s material, the keeping of an inventory of the association’s material and the loan of the association’s material.

2.3. How do I become a member of this circle?

Each member of the association is automatically a member of the regional district of the canton of his place of residence. It may also join as many other regional circles as it wishes. The new member shall inform all other members of this circle of his or her accession.

3. Roles

3.1. Foodsaver

Responsibilities

• Foodsavers divide the food independently into edible and no longer edible  food during the pick-up, distribution is their own responsibility and at their discretion.
• Take care of Test pick-up collectors (see section “Test Pick-ups”).

How do I become a Foodsaver?

1. Become a Foodsharing member.
2. If you already have a Foodsaving Passport from Foodsharing Germany, Austria, Switzerland or East Belgium, mail a digital version to onboarding@foodsharing.lu. Pass to point 4.
3. Accomplish in a delay of three months and at three different dates: three Test Pickups with three different Foodsavers at three different places. After the three tests, write in the Channel « Test PickUp Check » from Mattermost for each one the date, the place and the name of the Foodsaver who you accompagned. 
4. After check, you will receive from the Onboarding Circle the access for Karrot.world and some important informations about the App Karrot.
5. Ounce you receive the access, register yourself on Karrot.world with real first and last name and recent photo of you.
6. Create yourself your Foodsaver Pass with your identifier from Karrot.world on the Channel from Onboarding.

How do I relinquish my position as a Foodsaver?

1. Deregistration at the Onboarding Working Circle.

3.2. Cooperation Manager

Responsibilities

• Establish and organize a cooperation with one or more people.
• Arrange with the cooperation the process for pick-ups and make sure that all agreed pick-up dates take place.  If no one else can carry out the pick-up-, step  in themselves and cancel the pick-up’s early as possible in only in an emergency.
• Maintain the operating side on karrot.world, e.B.  Special features, usual pick-up quantity and pick-up times. Regular pickups have to be entered as recurrent pickups on Karrot with slots opening 2 weeks in advance.
• For easier exchange with the cooperation, it is possible for the Cooperation Manager to join a maximum of one pick-up per month per cooperation, even if there is no slot available. For this, however, the Cooperation Manager must create an additional slot and inform the other food savers at least 1 hour before the pick-up.

How do I become a Cooperation Manager?

1. Suggest a cooperation to all Foodsavers.
2. See if enough Foodsavers can be found for the pickups.
3. Send an inquiry to the company about establishing cooperation. 

Or:

1. Take over a cooperation from a previous cooperation manager.

How do I relinquish my position as person in charge of a cooperation?

1. Announce the resignation to all Foodsavers.
2. Find a replacement.
3. Make a handover with the new person.
4. Notify the company of the change.
5. Communicate change to all Foodsavers.
6. Be available for four weeks for inquiries.

3.3 Backup Manager

Responsibilities

• Same responsibilities as cooperation manager or replacing the cooperation manager, depending on agreement.

How do I become a back-up manager?

1. Be designated by the Cooperation Manager.

How do I resign from my position as company officer?

1. Notify the Cooperation Manager.

3.4 Contact person for the Ministry of Health

Responsibilities

• Direct contact person of Foodsaving for the Ministry of Health
• Representing the interests of Foodsaving at the Ministry of Health

How do I become a contact person for the Ministry of Health?

1. Sociocratic election at the district meeting of regional representatives. 

How do I resign as a contact person for the Ministry of Health?

1. Announce resignation to all members of own circle.
2. Hold a sociocratic election at the next meeting.
3. Hand over to the new person.
4. Be available for enquiries for four weeks.

4. Establishing a cooperation with companies

4.1.  Before the first contact

1. A Foodsaver who establishes the cooperation is responsibile for operations (see Cooperation Manager).
2. Check whether the business is already registered on karrot.world under “Places”.
3. If so, find out if someone is already taking care of the cooperation and coordinate with that person.
4. If not, maybe ask the business privately what happens to the food leftovers, suggest the idea at the next member meeting or otherwise by e-mail to all members.
5. Enter the business on karrot.world with the current state of negotiations so that a business page is created and all information can be collected there.
6. There should be enough Foodsavers available to guarantee pickups.
7. Clarify where and how rescued food should be distributed.

4.2. The first contact

1. Send an e-mail to the desired business.
2. Briefly introduce Foodsharing and make an appointment for a meeting with those responsible.

4.3. First meeting

1. Present Foodsharing concisely.
2. Ask the current situation: What happens to the sorted out goods? Are there already cooperations with foodsaving organizations? How could Foodsharing support?
3. Explain advantages for the cooperation.
   1. Save money and manpower:
      1. for waste disposal: save paying for container capacity.
      2. for sorting: Taking over the sorting of  the no longer sellable food into edible and no longer  edible.
   2. Flexibility: Pick-ups on weekends, holidays, late at night, early in the morning or even in case of  cancellation of pick-ups from  other organizations.
   3. As a rule,  fixed days and fixed times are  arranged with the foodsavers for pick-up, so that the company knows exactly when the food will be picked up.
   4. If interested, the business is mentioned as a supporter i.e. advertising for the recipient, image cultivation, social responsibility reputation among their clients.
   5. Ethical handling of food: Contributing to the saving of edible food and to climate protection.
   6. Legally on the safe side with Foodsharing Luxembourg: Food levies do not mean any legal risks for the business (disclaimer, legal basis and hygiene guidelines).
4. Discuss details for the cooperation:
   1. Pick-up dates: fixed days of the week and times are ideal, but pick-ups on a spontaneous telephone call from the management are also possible.
   2. Pick-up location: Where exactly?  Can the Foodsavers sort food and divide there or should this take place in another location?  Define waste disposal and separation?
5. Leave your personal contact details.
6. Ask for contact details and contact persons of the business.
7. Clarify the name of the business: Are we allowed to say where  the food comes from? Can the business be mentioned in the press?
8. Agree and send a follow up email with the next steps.

4.4. After the first meeting

As the Cooperation Manager:

1. Update your request page on karrot.world, including your name and phone number as a contact person.
2. Recruit more Foodsavers for support as needed.
3. Arrange the first pick-up appointment with the company and Foodsavers who want to pick up.
4. Designate the Backup Manager.

5. Pick-ups

• Only for new collaborations, slots for Distribution Days or Foodsharing Points can be reserved by the Cooperation Manager.
• If another event organised by us needs food, the Cooperation Manager has to reserve the requested slots for it.

5.1. Procedure of a pick-up

1. Sign up for the pick-up on karrot.world. Every Foodsaver can pick up at maximum 3 times per week at different cooperations and only once per week per place, except if the pickup slot is still empty 24 hours in advance. This role is not applicable to slots reserved for Distribution Days. It is forbidden to reserve slots for others.
2. Foodsaver is at the pick-up ten minutes before the agreed time with jute bags, boxes, bicycle or car etc. 
3. Meet with the other registered Foodsavers in front of the business and  enter the business together. Show Foodsharing card on request. In case of delay, let other Foodsavers know by phone and wait outside.
4. The food to be saved is quickly divided among the Foodsavers, it is not counted, everyone takes what they will use or distribute.
5. Leave the business together.
6. Give feedback on Karrot.world by at least one person within 72 hours. This person indicates the estimated total pick-up quantity and the people that joined for the trial pick-up.

5.2. Stepping back from a pickup

If a Foodsaver steps back from a pickup, they have to sign out on Karrot. If it happens more than 24 hours before the pickup, they are allowed to do a post only on the place wall on Karrot. If it happens within 24 hours before the pickup, they have to look for a replacement themselves and can do a post on the wall of the whole Karrot group. If they cannot find one person, they contact the Foodsavers that will go and the Cooperation Manager.

5.3. Behaviour during a pick-up

• People who do not belong to the association who help as a transportation aid are waiting away from the business.
• The bringing of children or animals into the business is not permitted. They should wait outside.
• Comments on the quantity, type and use of the food must not be discussed at the business.
• The pick-up location must be left  as clean and rubbish-free as possible. Waste such as packaging or cartons must be disposed of on site in accordance with the operating specifications.
• Everything edible is taken away.

5.4. Test pick-ups

1. Registration with the Onboarding Working Group, which establishes contact with as many company managers as possible with suitable companies.
2. Information on the part of the accompanying Foodsavers about the pick-up quantity, carrying devices, procedure, special features of the respective company and the operating side on karrot.world.
3. Arranging appointments with one or more companies.
4. Execution of the pick-ups.
5. The onboarding working group decides with the accompanying Foodsavers about your admission as a Foodsaver.

6. Hygiene Charter

6.1. Recommendations on the direct handling, transport and storage of food

• Refrigerated goods:  Keep to the cold chain, i.e. uninterrupted transport in a cooler bag with cooling elements and storage in a cool bag.
• Transport and store food in food-safe packaging, recognizable by the following indications: polyethylene (PE), polypropylene (PP) for food and the glass-and-fork symbol.
• Store raw and cooked/prepared food separately 
• Storing food with soil residue separately to the rest of the food. 

6.2.  Edibility control

• Check for edibility before receiving or passing on food, as far as possible try not to open the packaging
• Check the appearance and color: Inedible in case of discoloration, turbidity, dehydration, freezer burn and mold
• Check the consistency, structure and surface: Inedible on greasy surface, mucus formation, liquefaction, hardening, segregation, gas formation and coagulation
• Check the smell and taste: Inedible if rotten, sour, musty, old, rancid, fermented, fishy or soapy smell/taste

6.3. The transfer of the following products is prohibited

• Inedible foods (see edible control) 
• Foods after the use-by date
• Raw fish, raw meat
• Raw milk products
• Dine with raw egg and tiramisu, homemade mayonnaise
• Alcohol
• Tobacco
• Medication

6.4. Handling of food is not permitted in the following cases

• Diarrhea, severe nausea or vomiting
• An infectious disease
• Skin disease or open wound
• Fever above 38.5°C

6.5. Legal provisions on the transfer and receipt of funds

• Foodsavers are responsible for the food they pass on.
• Foodsharing Luxembourg is not a food business.
• The distributions take place from private person to private person. That is why there is no need for traceability of the food. This also means that the association Foodsharing Luxembourg is not liable for food poisoning or similar. There is no liability claim by the recipient for consequential damages.
• In the case of personal handover, the recipients should be informed orally that they   should carefully check the food again before consumption.

7. Conflicts management

A circle is in charge of the management of the conflict resolution inside Foodsaving.

7.1. Description of the Conflict Resolution Circle

Mission

To guarantee an harmonious Foodsaving in line with the association’s DNA

Goals

• Treating violations of the rules by hearing everybody involved, by requiring evidence and by handing out penalties if required
• Resolving conflicts using Nonviolent Communication (NVC) and mediation
• Making proposals for improving the rules of the Foodsaving project to reduce conflicts

Domain

• Deciding on excluding people from the Foodsaving project for a certain or for an unlimited time
• Making proposals for exclusion of the association to the Administrators circle in severe cases

7.2. Description of process of Conflict Resolution Circle

• On Google Drive, there is a folder that is accessible only to this circle and the Administrators circle.
  • All statements and the decision must be documented.
  • In a spreadsheet, each case reported is treated using a consecutive, unique number, the name of the reported person, the name of the reporter, the date and time, a short description, the consequences applied, and the date of decision.
  • Proofs and notes of the meetings or calls are recorded in a folder containing the case number. 
• A block list for the Foodsaving project accessible to the Onboarding circle members for approving people on Karrot is maintained. These check this list before approving new members on Karrot.
• Decision taking
  • The circle will review the reported situation in discussion with all parties involved and then decide whether to issue a consequence against the reported foodsaver.
  • If a member of the circle is involved in the reported situation, then this member does not take part in the decision.
  • The decision is communicated to the reported person and the reporting person.
• Data protection
  • The reported person will not know the name of the reporter unless the reporter has explicitly allowed this.
  • Everything concerning reports of rule violations must be kept strictly confidential. All persons involved are bound to secrecy!
  • Each Foodsaver may request from the circle the current consequences against them. Before release, the name of the reporter and obvious references to their name are removed.

7.3. Violations and consequences 

• For small infractions and warnings, the infraction is counted during the 3 months following the date of the infraction. After three months, the infraction is no longer counted.
• Three minor infractions within three months equals one warning. 
• 3 warnings are equivalent to a serious infraction.
• One serious offence automatically leads to a request being sent to the administrators for exclusion from the association of the person in question
• The following lists are not complete.

7.3.1 Consequences for Foodsavers

• Small infraction
  • not respecting the schedule (being early and do the pickup before the official time of the pickup, or being late) without informing the other Foodsavers registered in the pickup
  • giving a bad image of the association (no basic politeness, etc)
  • not having a bag or vehicle adapted to the quantities in the store’s reports (CR) or to the outside temperature (respecting the cold chain)
  • not to make its report (CR) following the pickup (after concertation during the pickup of which will make the feedback). If someone writes “the other person will do the pickup” it is considered as a CR, if it was decided with the person in charge of writing the CR
  • imposing a food distribution without discussing it with the other foodsaver
  • not respecting the rules of hygiene
• Warning
  • Doing pickup outside the open pickups in Karrot “wild pickup” by mistake
  • Modifying  elements on Karrot without having the right to do so (e.g. adding a new member, cooperation slots) by mistake
  • Prompting staff to receive something from the pickup or having a conflict with store personnel
  • Overstepping their role as foodsaver during the pickup (e.g., taking pictures, asking for ingredient lists, commenting on the quality or quantity of the pickup, lack of discretion about what happens to the pickup)
  • Denigrate other Foodsavers or association members to stores
  • Do not come to a pickup without telling anyone
  • Unregister at the last minute (less than 12 hours in advance)
  • Repeatedly reserve slots (>1 time per week) for their circle of acquaintance
  • deliberately transferring a slot to an acquaintance, without a last minute withdrawal
  • not respecting the rules of food distribution between Foodsavers specified by the store (ex: “do not sort the food in the shop”)
  • Not respecting the maximum number of pickups.
  • Having an incomplete profile on Karrot.
• Serious offence
  • Picking up outside the open pickups in Karrot “wild pickup” intentionally
  • Pretending to be Foodsharing and receiving unsold goods without opening the slots on Karrot
  • If the behaviour of a foodsaver leads a cooperation to ask that the foodsaver does not pick up anymore
  • If a cooperation asks to stop the collaboration with the association because of the behaviour of a person
  • To make a report (CR) of a pickup to which one did not go
  • Modify elements on Karrot without having the right to do so (e.g. adding a new member, cooperation slots) repeatedly
  • Be registered on Karrot for two pickups at the same time at two different locations
  • Damage the reputation of the association with inappropriate behaviour
  • Not respecting the suspension of Karrot following 3 small offences

7.3.2 Consequences for Cooperation Managers

• Small infraction
  • Manipulation of the system with the aim of creating an advantage for oneself or for acquaintances (within 3 months) 
• Warning
  • Repetitive manipulation of the Karrot system (for example: not creating regular pickups automatically 2 weeks in advance but creating them manually).
• Serious offence
  • The cooperation Manager/Back-up deliberately takes decisions to close or change the slot of a cooperation, without the initiative coming from the store (unfair competition)

History of changes

• 14.03.2023
  • Added: conflict resolution
  • Added: deadline for submitting feedback on pickups
• 06.02.2023
  • Changed: moved list of responsibilities as “Offers” to “Intention”
  • Added: mission, goals, domain into very first section with the title “Intention”
• 20.12.2022
  • Added: Maximum of 3 pickups per week, not for DD slots, in point 1 under ‘Procedure of a pick-up’
  • Changed: Limit lowered from 48 h to 24 h, in point 1 under ‘Procedure of a pick-up’
  • Added: Forbidden to reserve slots for others, in point 1 under ‘Procedure of a pick-up’
  • Changed: Clarification that other events are meant in the pont 2, directly under ‘Pick-ups’
• 19.10.2022
  • Added: Taking care of the material of RC Esch/Alzette, under “Responsibilities” under “Division of members in Regional Circles (RC)”.
  • Added: Open the slots 2 weeks in advance, under “Responsibilities” under “Cooperation Manager”
  • Added: Possibility for the Cooperation Manager to join a pick-up for easier exchange, under “Responsibilities” under “Cooperation Manager”
  • Added: Clarification of when slots can be reserved for Distribution Days and Foodsharing Points, directly under “Pick-ups”.
  • Added: Obligation to reserve pick-ups for own events, directly under “Pick-ups”
  • Changed: Split of the two Regional Circles Clervaux-Wiltz and Diekirch-Vianden.
  • Added: Cooperation Manager backup under “Roles” and under “After the first meeting” under “Setting up cooperation with companies”
  • Added: Contact person for the Ministry of Health under “Roles”
• 11.10.2022
  • Added: Recognition of Foodsaving passport from Germany, Austria, Switzerland or East Belgium,
  • Added: 3 tests pickups at 3 different dates with 3 different Foodsavers at 3 different places
  • Added: Channel “Test Pick Up Check” from Mattermost.
  • Added: Create yourself the Foodsaver Pass
• 17.07.2022
  • Added: supplemented the domain of the Regional Circles with material storage, maintenance, inventory as well as lending, and with the organisation of public events
  • Added: “Breakdown of members into Regional Circles (RC)” moved from the main part of the group agreement
• 23.03.2022
  • Added: Recognition of Foodsaving passport from German-speaking countries
  • Added: “3.2. Stepping back from a pickup”
  • Added: Limitation of the number of pickups in the first point under “3.1. Procedure of a pick-up”
  • Added: clarification of regular pickups in the last point under “Responsibilities” under “1.2. Cooperation Manager”

Foodsharing Points (FPs)

1. Objectives and meaning

Foodsharing Points are a public place for the exchange of food.

The legal basis for Foodsharing Points is described in the document “Legal Foundation”  (see link below).

2. Structure

Each Foodsharing Point has a circle of members from whom a representative is appointed. The Foodsharing Point managers of all the Foodsharing Points meet in their own circle.

2.1. Foodsharing Point Circle

Responsibilities

• Establishment and maintenance of the Foodsharing Point.
• Election of a Foodsharing Point representative for the circle of Foodsharing Point representatives.
• Election of a Foodsharing Point Hygiene supervisor for the circle of Foodsharing Point Hygiene supervisors.

How do I become a member of this circle?

Any member of the association may join. The new member shall inform all the other members of this circle of their membership.

2.2. Foodsharing Point Representative

Responsibilities

• Communication with the site provider.
• Maintenance of the cleaning plan.
• Ensuring compliance with hygiene rules.
• Representation of the interests of their Foodsharing Point in the circle of Foodsharing Point representatives.

How do I become a Foodsharing Point representative?

Sociocratic election at circle meetings.

How do I relinquish my position as a Foodsharing Point representative?

1. Announce resignation to all members of your own circle and the circle in which you have represented your circle.
2. Invite those interested in the role to the next circle meeting.
3. Sociocratic election at the next circle meeting.
4. Handing over the role to the new person.
5. Communicate the change to all members of your own circle and the circle in which you have represented your circle.
6. Be available for four weeks for inquiries and handover.

2.3. Circle of Foodsharing Point Representatives 

Responsibilities

• Optimization of Foodsharing Points.
• Management and procurement of the necessary material.
• Election of a representative for the Council.
• Choice of a contact person for all Foodsharing Points for the health authority.

How do I become a member of this circle?

By choosing a Foodsharing Point representative.

3. Requirements for a Foodsharing Point

• Fridge, shelf or cupboard.
• Optimal location:
  • Accessibility: Place accessible to all people.
  • Prevention of vandalism: A place where many people always pass by. It  is best to be closed at night.
  • If a refrigerator: need for power supply.
  • Outdoors: protection from animals and weather influences.
• If a refrigerator: Clarification who will cover the electricity costs.
• Clarification of who takes care of the cleaning and maintenance: At least 5 people, including at least 3 members and optional external people. As soon as there are fewer than 5, the Foodsharing Point must be closed. A cleaning plan is created, who takes care of what and when.
• Inclusion in insurance.
• Foodsharing Point documents to be printed out and attached to the Foodsharing Point in a clear and visible manner:
  • Info sheet: https://docs.google.com/document/d/1XpXa_JMrhWvPnII5EdP41qGY2iFwDWSj9eacHAI0IKo/edit
  • Hygiene plan with name and telephone number of the  responsible person and a table with the following columns, date, temperature [°C], food checked, food removed,  cleaned with detergent, cleaned with Vinegar, and signature of person who has undertaken the activity.
  • Legal basis: https://docs.google.com/document/d/1QeaI3UblUkif0HrY-KsKIVBqrh_ET3vpvJlS83YOLQg/edit

4. Supervision of a Foodsharing Point

1. Ideally every day:
   1. Control temperature.
   2. Control food.
   3. Note the measures taken in the hygiene plan.
2. Clean up and clean at least every 2 to 3 days
   1. Bring and use cleaning utensils. 
   2. Note the measures taken in the hygiene plan.
   3. If possible, take and upload a photo of the refrigerator and the cleaning plan.
   4. Clothes to be washed at 60°C at least.

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Onboarding

1. Responsibilities

• Organize information meetings: Meet interested parties in person or online, explain the core elements of Foodsharing Luxembourg to them and show them the online membership form 
• Invitation via link to our communication platform (after  joining  the  association as a member)
• Send the Group Agreement
• Responsible for communication between new and old members during the probationary period
• Regularly inform all Foodsavers about the entries and exits of other Foodsavers
• Sending the Foodsaver ID cards
• Manage the sign-up list and sample pickups

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Political Work

1. Intention

Mission

We analyse the current situation of food loss and waste and, in cooperation with public and political authorities, achieve sustainable improvements in the relevant legislation.

Offers

• Bridging the gap between organisation and policy (aka. practice and theory)
• Elaboration of political demands
• Interviews or internal consulting in preparation for interviews in political orientation
• Development of political campaigns

Goal

There is a food waste law in Luxembourg by 2026 at the latest, which contributes to reducing 55% of food waste in the EU by 2030.

Domain

• Establish demands and also publicise them internally
• Contact and negotiate with external partners such as NGOs, ministries and other groups

History of changes

• 24.10.2022
  • Added: definition of the intention

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Workshops

1. Intention

Mission

Offer workshops to spread knowledge about the food waste problem and about solutions you can do on an individual basis adapted to the participants’ age through non-formal learning.

Offers

• Offer workshops in schools, in companies, for multiplicators and for the general public.
• Develop and document new teaching methods.

Goal

• Workshop attendees gain a deep understanding of the food waste issue and know how to tackle this issue starting at home.
• Develop a strategy to make this activity financially sustainable.

Domain

• Handle requests of and get in touch with entities interested in having workshops- no need to ask communcation to deal with this and so we can be contacted directly.
• Create invoices for workshops held.
• Pay the teachers with the income they produce.
• Get training needed to develop their teacher skills – if required
• Give 20% of income back to the whole association.

History of changes

• 26.01.2023
  • Added: definition of the intention