Proposals Directory

Proposals Directory

This directory maintains SuperBenefit's historical record of governance proposals and their outcomes. For understanding the role of proposals in our governance, see index.md. This readme provides technical workflows for archiving proposals and implementing their outcomes in the repository.

Understanding Proposal Archives

Proposal archives serve as the definitive record of how an organization makes collective decisions. They transform the ephemeral process of deliberation and voting into persistent documentation that remains accessible over time. This transparency enables members to understand the reasoning behind current structures and practices, while also providing valuable context for future governance decisions.

When developing a proposal archive, consider not just storing the final decisions, but preserving the context that informed them. Including original proposal text, key discussion points, voting results, and implementation status creates a more complete picture of governance evolution. This comprehensive approach helps new members understand not just what was decided, but why and how those decisions were reached.

Proposal Integration with Repository

SuperBenefit's governance system tightly integrates proposals with repository maintenance. This integration ensures that collective decisions translate directly into documented governance changes while maintaining clear accountability trails.

Pull Request Workflow

When proposals require repository changes (new agreements, policy modifications, etc.), they should be submitted as pull requests containing:

  1. Proposal document in /proposals directory following archive template
  2. Specific changes to agreements, policies, or other governance documents
  3. Cross-reference updates ensuring consistency
  4. Clear commit message linking to governance platform

This approach creates immediate visibility of proposed changes and enables direct implementation upon approval.

Archiving Proposals

All proposals that reach formal decision stage must be archived, regardless of outcome. This comprehensive record enables institutional learning and accountability.

Archive Structure

Each proposal archive entry follows the template in /policies/metagovernance/state/proposal-archive-template.md:

---
description: [Brief proposal summary]
---

# [Proposal Number] - [Proposal Title]

[One-sentence description]

**Proposed by**: [Author(s)]  
**Submitted**: [Date]  
**Status**: [Approved/Rejected/Withdrawn] ✅/❌/⚠️

[🗣️ Discussion](link-to-forum)  
[📊 Voting](link-to-snapshot)

## Proposal Text

[Complete original proposal content]

## Voting Results

**Outcome**: [Decision]  
**Vote Breakdown**: [Detailed statistics]  
**Participation**: [Metrics]

## Implementation

**Changes Made**: [What was implemented]  
**Timeline**: [Implementation schedule]  
**Current Status**: [Progress update]

Creating Archive Entries

When archiving proposals:

  1. Create new file in /proposals directory

    • Use format: YYYY-MM-DD-short-title.md
    • Example: 2024-03-15-general-circle-formation.md

  2. Populate from template including all required fields

  3. Preserve original content - Include complete proposal text as submitted

  4. Document outcomes accurately with voting data

  5. Track implementation status for approved proposals

Organizing the Archive

As the archive grows, implement organizational structures:

proposals/
├── index.md          # Overview and navigation
├── readme.md         # This file
├── 2024/            # Year-based organization
│   ├── Q1/          # Optional quarterly subdivision
│   ├── Q2/
│   └── ...
└── active/          # Currently implementing proposals

Deriving Repository Content from Proposals

Approved proposals often establish new agreements or policies that must be extracted and properly documented in the repository.

Content Extraction Workflow

Implementation Steps

  1. Identify governance content within the proposal:

    • Look for "RESOLVED" or "AGREED" sections
    • Find establishment of ongoing commitments
    • Locate delegation of authorities

  2. Extract and structure the content:

    • Separate one-time decisions from ongoing governance
    • Organize into appropriate document sections
    • Maintain fidelity to approved language

  3. Create appropriate documents:

    • Agreements → /agreements/[domain]/
    • Policies → /policies/[domain]/
    • Constitutional elements → /constitution.md

  4. Establish traceability:

    • Link new documents to source proposal
    • Reference proposal number in document
    • Update proposal archive with implementation status

Handling Complex Proposals

Some proposals establish multiple governance elements:

  • Multi-part agreements: Create separate documents for distinct agreements
  • Agreement + policies: Create agreement first, then derived policies
  • Phased implementation: Document timeline in proposal archive

Proposal Categories and Workflows

Different proposal types require different handling:

Governance Structure Proposals

These establish or modify fundamental organizational structures:

  • Often create new agreements
  • May delegate policy authorities
  • Require careful extraction of multiple elements
  • Example: Creating the General Circle structure

Resource Allocation Proposals

These make specific decisions about resource deployment:

  • Usually don't create new governance documents
  • Archive records the decision and rationale
  • May reference existing policies
  • Example: Approving annual budget

Policy Modification Proposals

These change existing operational frameworks:

  • Require updates to specific policy documents
  • May affect multiple related policies
  • Need careful cross-reference management
  • Example: Updating voting thresholds

Administrative Proposals

These handle organizational housekeeping:

  • May not require any document changes
  • Archive provides historical record
  • Often reference existing authorities
  • Example: Appointing new signers

Status Tracking

Maintain clear status indicators for proposal implementation:

✅ Implemented: All required changes completed 🔄 In Progress: Implementation ongoing per timeline ⏸️ Paused: Implementation delayed (with reason) ❌ Not Implemented: Approved but not executed (with explanation) 🚫 Rejected: Proposal not approved ⚠️ Withdrawn: Proposal removed from consideration

Regular reviews of "In Progress" proposals ensure accountability for implementing collective decisions.

Cross-Referencing

Effective cross-referencing creates navigable connections between proposals and their outcomes:

In Proposal Archives

  • Link to resulting agreements/policies
  • Reference related proposals
  • Connect to implementation documentation

In Governance Documents

  • Citation format: per Proposal 2024-03-15
  • Link back to source proposal
  • Note modification history

In Index Files

  • Highlight significant proposals
  • Group related proposals
  • Provide finding aids

Quality Considerations

Proposal archives require particular attention to:

  • Completeness: Include all relevant context
  • Accuracy: Preserve exact voting outcomes
  • Timeliness: Archive promptly after decisions
  • Accessibility: Organize for easy discovery

The state management policies provide additional quality frameworks applicable to proposal archiving.

Integration with External Platforms

SuperBenefit uses various platforms for governance deliberation. Maintain consistent practices when archiving from:

  • Snapshot: Export voting data and participation metrics
  • Forum: Link to discussion threads (consider archiving key points)
  • Discord: Reference significant discussions without reproducing
  • GitHub: Connect pull requests to governance decisions

Always preserve links to original platforms while ensuring the archive contains sufficient information to understand decisions independently.

Common Patterns and Best Practices

Through experience, these patterns support effective proposal management:

  1. Archive immediately after decision to preserve context
  2. Use consistent naming for easy chronological sorting
  3. Preserve original intent even if implementation differs
  4. Document lessons learned from complex implementations
  5. Regular implementation reviews to ensure accountability

The proposal archive serves as SuperBenefit's institutional memory, enabling us to build on past decisions rather than repeatedly addressing similar challenges.