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| Game Server Document |
Definitions
Donation = Financial transfer from a member to The Conclave as a community, to be used for supporting the various acitvities within this community. A donation cannot be refunded and is at least 5 Euros.
Donator = A person who makes a donation financially to The Conclave as a community.
Contribution = A donation of at least 15 Euros
Contributor = A donator who makes a contribution. This grants the donator the right to Vote for one or more Periods.
Package = A collection of game servers and their associated statistics and costs over a Period.
Period = A quarter of a year (= 3 months).
Vote = Means of influence in a Period acquired by a Contributor who has made a Contribution in said Period.
Gathering funds
The Conclave uses a donation system where no member needs to pay an entry fee and all Donations are done voluntarily.
Choosing what game servers to provide
Selection by the community
A poll is created every Period asking input from the community on which game servers should be provided. Prices for the game servers are displayed as well as usage statistics, assuming a particular game was already hosted in the month before.
Since The Conclave has members in the North American and European timezones this will be taken into account when making the polls.
Creating Packages
Based on the outcome of the poll at least 3 different Packages are created by the Directors. Each Package
has a cost, which does not exceed the amount of money raised in the Period before the current one.
The amount of money coming from each continent in the previous step is taken as a upper limit how much
should be spend on game servers for that particular continent.
Donations
With the different Packages known, members can donate money. Donators making a contribution (i.e. donate the minimum amount of money required for a Period) become Contributors, which grants them a Vote for this particular Period.
A member can donate up in front for multiple Periods for a maximum of 4 Periods Any Donator may decide how his donations is spread out over one or multiple Periods, but should do so when the donation is made.
If a group of people want to have a particular game server, they can raise the necessary money themselves and would like to put it under The Conclave banner then this is also possible.
Final decision by donating members
In the last week of the Period, each Donator may cast a single Vote for one of the Packages that is to his/her liking. The Package with the most Votes becomes the winner and is put into practice for the Period. Money donated during this voting phase will be counted for the next Period, as otherwise this might influence the voting result.
Visibility of donators/donations
Donators decide themselves about their visibility as a donator in the community. The Directors and Treasurers are never to reveal the names of members who donated and wish to remain anonymous.
Epilogue
The bootstrapping of this procedure assumes that there are already donators, so an initial amount of money can be spend and voted on. Luckily enough, The Conclave has already raised some money, so this shouldn't be a problem. Already some people have donated money and these members should be given the voting right retroactively confirming to the procedure for payments for multiple periods. A schedule for the bootstrapping would look like this:
Week1
- Announcements of donation deadline in 2 weeks
- Community poll on wished servers
Week 2
- Creation of Packages
Week 3
- Freeze donations for this period
- Voting by Contributors
Week 4
- Rent server(s)
The packaging and the community poll could be integrated in one week, but then the time for people to donate will be very short. |
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