Governing Board: Social Contract

As members of the Matrix Governing Board, we are committed to fostering a productive, respectful, and transparent environment in which we can collaborate effectively. These social norms will guide our internal interactions and also set expectations for how we communicate externally.

🔗Board-Internal Norms

1. Create Space for Productive Exploration:

   • Strive to embody the principle of charitable interpretation. Approach each other’s ideas and concerns with good faith, seeking to understand rather than immediately critique.
   • Allow space for the exploration of ideas, including those that may be underdeveloped or not yet fully thought out. Patience and openness to diverse perspectives will strengthen our decision-making process.

2. Default to Board Public:

   • Discussions among subsets of the Board should ultimately be brought back to the whole Governing Board. This ensures that we maintain a shared context, promote transparency, and avoid creating factions within the group.
   • This will largely be done via the reporting mechanisms between the Working Groups, the Committees, and the Board Chair.
   • It is accepted that some Working Groups will need to keep their work private, but their reports to the Committee Chair should still convey the essence of their work.
   • Decisions and important updates should be accessible to the entire Board so we stay aligned and unified in our actions.

3. Chatham House Rule:

   • When participating in sensitive discussions, we will adhere to the Chatham House Rule. We are free to use the information shared, but we must not reveal the identity or affiliation of the speakers or participants unless explicitly stated otherwise.
   • This protects individuals' privacy and fosters a safer space for open, candid conversations.

4. Use the Discourse Forum as the Canonical Space:

   • The Discourse Forum is the official, primary place for our Board’s discussions and decision-making. While other communication channels (e.g., chat, Google Drive, etc) may be used for informal discussions & collaboration, Board members should be active on the forum to ensure that decisions are made with transparency and all members are fully informed.
   • The Discourse Forum will relay new topics & posts to the Governing Board Matrix room to try and keep members informed.
   • This forum should serve as the central hub for documentation, decisions, and ongoing conversations.

5. No “Ex Cathedra” Communication:

   • No single Board member has the authority to speak for or make statements on behalf of the entire Board without consensus. All communication and decisions must represent the collective will of the Board.
   • If statements need to be made publicly or externally, these should reflect the Board’s unified position.

6. Respect for Time:

   • Be mindful of each other’s time. Don’t rush decisions or request urgent reviews with less than 7 days’ notice, unless in an emergency situation that demands immediate action.
   • Allow sufficient time for thoughtful review and feedback, enabling each Board member to participate fully in discussions and decision-making.
   • Meetings will be scheduled with enough time to find the best date for everyone - typically 2 weeks notice for Committee meetings and 4 weeks notice for Board meetings.

7. Foster Inclusivity and Equal Participation:

   • Each Board member is encouraged to contribute their ideas, feedback, and concerns. Everyone’s voice matters, and we should actively ensure that quieter voices are heard and valued.
   • Respect and support one another’s contributions, fostering an atmosphere where all members feel comfortable participating.
   • Thought should be given to the voices and expertise that are not “in the room”. While those who turn up consistently will be the ones who get to form the decisions, they should seek to incorporate views from further afield.

8. Engage with Constructive Disagreement:

   • Disagreement is natural and can be productive, but we must always approach it constructively. Focus on resolving issues, exploring alternative solutions, and learning from differing viewpoints.
   • Respectful debate is welcomed, but personal attacks, interruptions, or hostility will not be tolerated.

9. Maintain Transparency and Integrity:

   • Our actions and decisions should be transparent to the rest of the Board and, where applicable, to the broader community. Full disclosure is essential in building trust and ensuring collective accountability.
   • When making decisions or discussing issues, be open about your thought process, rationale, and any potential biases you may have.

10. Honor Commitments and Deadlines:

    • Uphold commitments to deadlines, meetings, and agreed-upon actions. If you cannot meet a deadline, communicate early and proactively to find a solution.
    • When reviewing materials or documents, be thorough and provide feedback on time to respect everyone’s efforts and the Board’s progress.

🔗Board-External Norms

1. Official Meeting Summaries:

   • After official meetings, we will share neutral summaries of the topics discussed and public decisions made.
   • Summaries may be posted externally, but they must:
     • Be neutral in tone, focusing on the issues discussed rather than opinions expressed.
     • Follow Chatham House rules, ensuring that no specific opinions or affiliations of Board members are revealed.
   • In some cases, especially for sensitive discussions (e.g., Trust and Safety Committee), summaries may not be appropriate.
   • Summaries must be posted on the Discourse Forum for a Feedback Vote, which will be open for at least 24 hours before finalization.

2. Official Statements of the Board:

   • It must be clear when a public statement is an official position of the Board and not an individual member’s opinion.
   • Formal votes must be taken to approve statements, ensuring that the statement represents the collective will of the Board. Any statement made without a vote will be considered a violation of ex cathedra communication.

3. Personal Opinions on Topics Currently Being Considered by the Board:

   • Board members are welcome to post personal opinions on topics that are under consideration, but these opinions must be clearly presented as the views of the individual member, not the Board as a whole.

4. Personal Opinions on Decisions Made by the Board:

   • After the Board has made a decision, members should generally refrain from publishing dissenting or concurring opinions publicly. Doing so will be seen as an escalation and outside the communication norms.
   • In cases of dissent, the official statement of the Board should include a rationale, explaining why alternative views were not adopted. This approach should minimize the need for members to publish individual opinions.

5. Personal Opinions on Topics Not Currently Being Considered by the Board:

   • Board members are free to publish personal opinions on topics not currently being considered by the Board, including those related to Matrix or other non-Board topics. This allows individual members to express themselves on matters outside the Board's jurisdiction.