Think of the Community Council as the guiding force for the Mautic project. They look after the money side of things, deciding on the budget and making sure everything financial is running as it should. They're also the ones managing the project's staff and contractors.

• The Council keeps a close eye on how the project is doing overall, and they lead in figuring out how to make sure Mautic can keep growing. This includes working out plans for large-scale fundraising. They also drive the project's long-term strategy.

• They're not just focused on money, either. The Council has responsibility for things like Mautic's trademarks and brand assets, and they're the ones who sign off on any contracts to do with the project. Other teams in the project can come up with policies and procedures they think are right, and the Council reviews, documents, communicates, and if everything checks out, adopts them.

• They're committed to maintaining a respectful community for the project too, so they're in charge of ensuring any breaches of the Code of Conduct get dealt with properly.

Oh, and one more thing - remember that the Council isn't hiding away in some secret lair. They meet regularly to look over the project and its needs, and you can see their meeting notes and agendas because they're made public.

So in a nutshell, you might hear people talking about Community Council members or representatives. They're just referring to the folks who make up this council.

Past and Upcoming meetings

Meetings can be found on https://community.mautic.org/assemblies/council/f/1/meetings

(Upcoming meeting dates are also at the top of the #mautic-council Slack channel.)

Roles within the Council

Council Chair (currently: Ekke Gümbel)

• 1 year term, renewable by annual vote of Council members

• Elected by Council members via poll at the first Council meeting following General Assembly elections. Council members may opt in or out of consideration.

• The Chair is responsible for ensuring the effective operation of the Council, providing leadership in Council processes, and acting as the primary liaison between the Council and the Project Lead.

Responsibilities:

• Schedule, prepare agendas for, and chair all Council meetings

• Ensure Council meetings are conducted efficiently and all members have opportunity to contribute

• Work with the Project Lead and Council members to develop meeting agendas, ensuring all necessary items are addressed

• Maintain oversight of Council decisions and ensure follow-through on action items

• Facilitate discussion and mediate disputes between Council members when necessary

• Work with the Project Lead to ensure alignment between Council decisions and day-to-day operation

• Ensure all necessary materials, reports, and proposals are prepared and distributed to Council members in advance of meetings

• Oversee voting procedures during Council meetings and ensure proper documentation of votes

• Represent the Council at General Assembly meetings and other official functions

• Support onboarding of new Council members elected through the rotation system

Time commitment estimate of approximately 3-5 hours per month

Council Treasurer (currently: Sven Döring)

• 1 year term, renewable by annual vote of Council members

• Elected by Council members via poll at the first Council meeting following General Assembly elections. Council members may opt in or out of consideration.

• The Treasurer is responsible for financial oversight, ensuring transparent financial reporting, and supporting the Council in making informed financial decisions.

Responsibilities

• Prepare monthly financial reports for Council meetings showing income, expenditure, and budget variance

• Monitor spending against approved budgets and alert Council to significant variances

• Lead preparation of the annual financial report for presentation to the General Assembly

• Work with the Project Lead and team leads to develop annual budget proposals for Council approval

• Maintain organised financial records and ensure proper documentation of all financial decisions

• Coordinate any financial audits and ensure appropriate financial controls are in place

• Support preparation of financial documentation for grant applications and major funding proposals

• Ensure financial information is published and accessible to the membership as required by governance

• Monitor membership revenue and provide reports on retention and growth

• Work with team leads to allocate and track team-specific budgets

Time commitment estimate of approximately 4-6 hours per month, with additional time required during budget planning and annual reporting periods

Council Secretary (currently: Norman Pracht)

• 1 year term, renewable by annual vote of Council members

• Elected by Council members via poll at the first Council meeting following General Assembly elections. Council members may opt in or out of consideration.

• The Secretary is responsible for communications, documentation, and administrative processes that support the effective functioning of the Council.

Responsibilities:

• Take comprehensive minutes at all Council meetings and publish (redacted, where appropriate) minutes to the community portal within 7 days


• Work with the Chair to coordinate meeting logistics, including calendar invitations, reminder notices, and etherpad template setup
including actions from previous meetings

• Draft and distribute official Council communications to the community

• Support Council members in drafting proposals and ensure all proposals are properly documented and published

• Coordinate Council and team leadership elections, including managing nomination processes and vote counting/result announcing

• Maintain organised records of Council decisions, policies, and official documents

• Maintain a log of action items from Council meetings and follow up on completion

• Maintain the council conflicts of interest log

• Support preparation of materials and appropriate notice periods/communications for General Assembly meetings, including agenda, reports, and voting procedures

• Ensure regular updates about Council activities are shared with the community

• Support documentation and publication of new policies adopted by the Council

Time Commitment: Approximately 4-6 hours per month, with additional time required during election periods and General Assembly preparation.

Name - Term starts - Term ends - Next term ends

John Linhart - 2023 - 2026 - 2029

Norman Pracht - 2023 - 2026 - 2029

Dominique De Cooman - 2023 - 2026 - 2029

Ekke Guembel - 2023 - 2025 - 2028

Sven Döring - 2025 - 2028 -2031

Simran Sethi - 2024 - 2027 - 2030

Adrian Schimpf - 2025 - 2027 - 2030

Meet the council and get to know more about them here.

The Community Council shall initially have seven (7) representatives. Thereafter, the number of representatives is fixed until a change by a vote of the voting members at an annual meeting of members to another odd number of representatives greater than three (3). Any votes to change the number of representatives during a meeting of the members shall be deemed to take effect before the election of any individual representatives during the same meeting.