💡 In simple words: This page is a toolbox of helpers for groups of people working together.

⚠️ Not yet approved. This page describes a proposal that is still under community review. It is documented here so it can be discussed, improved and endorsed.

User Groups Toolbox

From WikiDeal, the Wikipedia of e-commerce · Reference for User Group Governance

Running a User Group requires clear agreements between members — from bylaws and meeting minutes to fundraising contracts and partnership accords. This toolbox provides ready-to-use document templates and equitable compensatory measures inspired by the governance practices of the 400+ Wikimedia Chapters and User Groups worldwide. Among these, the German, Swedish, and French chapters stand out as an example and source of inspiration in organizational governance. The Les sans pagES User Group (Genève), dedicated to reducing the gender gap on Wikipedia, is another valuable cross-domain reference. WikiDeal serves as a testing ground where existing Wikimedia User Groups can experiment with structured, transparent internal agreements — and where any new User Group can get started with professional-grade templates from day one.

Document Templates

All templates below are generic and use placeholders: [NOM_UG] for the User Group name and [DOMAINE] for its area of activity. They can be adapted to any jurisdiction or language.

📜 Bylaws / Statuts

Founding document defining the purpose, membership rules, governance bodies (General Assembly, Board, Working Groups), voting procedures, and dissolution clause of [NOM_UG]. Based on standard Swiss/EU association law adapted for online-first communities operating in [DOMAINE].

📋 General Assembly Minutes / Procès-Verbal d'AG

Structured minute template for recording attendance, agenda items, votes, and resolutions of [NOM_UG] General Assembly meetings. Includes quorum verification, vote tallies, and action items with assigned owners.

📌 Meeting Agenda / Ordre du Jour

Standard agenda template for Board meetings, Working Group sessions, and General Assemblies of [NOM_UG]. Includes time allocations, presenter assignments, and a standing "open floor" section for community input.

📊 Annual Activity Report / Rapport d'Activités

Year-end report template covering key achievements, membership statistics, financial summary, events organized, partnerships formed, and goals for the coming year in [DOMAINE]. Designed for transparency toward members and external stakeholders.

💌 Membership Fee Letter / Lettre de Cotisation

Notification letter for annual membership fee collection of [NOM_UG]. Includes fee amount, payment methods, due date, and a reminder of the benefits of membership. Adaptable for first-time and renewal notices.

⚖️ Internal Rules / Règlement Intérieur

Complementary rules to the bylaws, covering day-to-day operations: communication channels, decision-making procedures between assemblies, conflict resolution, code of conduct, and data protection obligations for [NOM_UG].

🤝 Fundraising Contract / Contrat de Fundraising

Agreement between [NOM_UG] and a fundraising partner or service provider. Defines targets, commission structure, reporting obligations, ethical boundaries (no misleading claims), and termination conditions.

📝 Service / Consultant Contract / Contrat de Prestation

Standard contract for engaging consultants or service providers on behalf of [NOM_UG]. Covers scope of work, deliverables, timeline, compensation, intellectual property (defaulting to open licenses), confidentiality, and liability in [DOMAINE].

🌐 Inter-User-Group Partnership Accord

Framework agreement for collaboration between two or more User Groups. Defines shared objectives, resource sharing, joint governance (steering committee), communication protocols, conflict resolution, and exit clauses. Designed to facilitate cross-community projects across different [DOMAINE] areas.

Equitable Compensatory Measures

WikiDeal User Groups follow a principle of graduated, proportionate, and never exclusionary responses when obligations are not met. The goal is always to restore participation, not to punish. Direct exclusion is never the first response.

Unpaid Membership Fees

When a member of [NOM_UG] has not paid their annual fee by the due date:

1

30-day grace period — No action taken. The member retains all rights. Life happens; a month of flexibility is standard.

2

Friendly reminder — A personal (not automated) message is sent, asking if assistance is needed. Fee reduction or payment plans are offered if financial difficulty is cited.

3

Voting rights suspension — After 60 days without payment or response, voting rights are suspended. The member can still attend meetings, contribute to discussions, and access community resources. Voting rights are restored immediately upon payment.

Important: Membership is never revoked solely for non-payment. A member who cannot pay but actively contributes remains a valued participant. The Board may waive fees on a case-by-case basis.

Late Deliverables (Service Contracts)

When a contracted deliverable is overdue:

1

Formal deadline extension — A written extension of 14–30 days is granted, with an updated timeline agreed upon by both parties.

2

Mediation — If the delay persists, a neutral mediator (from the User Group or a partner User Group) facilitates a resolution: renegotiated scope, partial delivery, or revised compensation.

3

Structured exit — Only as a last resort, the contract may be terminated with a fair settlement for work already completed. No penalties beyond the undelivered portion.

Principle: Exclusion or blacklisting is never applied. Every situation is treated individually. The community's reputation depends on fairness, not enforcement.

Wikimedia Toolbox Sources

The templates and governance practices in this toolbox draw from the most mature Wikimedia organizations worldwide:

🇩🇪 Wikimedia Deutschland (Primary Model)

Wikimedia Deutschland is the largest and oldest Wikimedia chapter (founded 2004, 100,000+ members). Its governance documentation is exemplary:

Comprehensive bylaws with clear separation between Board, Presidium, and General Assembly
Detailed annual reports with full financial transparency
Professional fundraising contracts with strict ethical guidelines
Formal conflict resolution and mediation procedures

WikiDeal adapts these structures for smaller, domain-specific User Groups that may operate with 5–500 members rather than 100,000.

🇸🇪 Wikimedia Sverige

Wikimedia Sverige is known for its efficient, lightweight governance model — particularly suited for mid-size chapters. Key contributions to this toolbox:

Streamlined meeting procedures that work for both in-person and remote assemblies
Clear partnership frameworks with cultural institutions (GLAM sector)
Transparent volunteer compensation and reimbursement policies

🇫🇷 Wikimédia France

Wikimédia France provides the legal reference point for francophone User Groups. Key contributions:

Bylaws adapted to French loi 1901 association law (widely used across francophone Africa, Switzerland, Belgium)
Detailed internal rules (règlement intérieur) complementing the bylaws
Experience with multi-stakeholder governance involving volunteers, staff, and institutional partners

Adapting for WikiDeal

WikiDeal User Groups differ from Wikimedia chapters in two important ways:

Domain specificity: Each WikiDeal User Group operates in a defined commercial or community domain ([DOMAINE]), requiring templates that account for commercial transactions alongside civic governance.
Platform integration: WikiDeal provides digital tools (deal management, Miles credits, Civic Flex Pricing) that Wikimedia chapters manage through external systems. Templates here include provisions for these platform-specific elements.

Pilot Opportunity: WikiDeal × Wikimedia 🚧 Nice-to-Have Feature

This section describes a future feature under consideration. It is not yet implemented.

The 400+ Wikimedia User Groups, Chapters, and Thematic Organizations worldwide represent a natural pilot community for WikiDeal's governance toolbox. Here's why:

Shared DNA: Both WikiDeal and Wikimedia are built on open knowledge, community governance, and transparency. The cultural alignment is immediate.
Existing need: Many smaller Wikimedia User Groups (especially in the Global South) lack standardized templates for bylaws, contracts, and internal rules. This toolbox fills that gap.
Structured agreements: Wikimedia User Groups could use WikiDeal to formalize internal agreements — service contracts with consultants, partnership accords with other chapters, fundraising arrangements — with built-in transparency and version control.
Civic Flex synergy: The Civic Flex Pricing model aligns naturally with Wikimedia's volunteer culture, where active contributors already receive recognition and access benefits.

Proposed pilot: WikiDeal invites 3–5 Wikimedia User Groups to adopt this toolbox for one governance cycle (typically one year). Participating groups receive:

Full access to all document templates, customized for their jurisdiction and language
A dedicated WikiDeal workspace for managing their internal agreements
Feedback sessions to improve the toolbox based on real-world usage
Recognition as founding contributors to WikiDeal's governance framework

Interested Wikimedia User Groups can express interest through the Open Call page.

Gov/en/Portal:Community/User-Groups-Toolbox