Rootstock Secondary Rules and Policies.

1.	One, or ideally two, committee members will undertake an internal audit of the Rootstock finance workers work once a year. (April 2003)

2.	Rootstock Finance reports shall be circulated to the committee before gatherings. (April 2003)

3.	Minutes will be circulated to committee members with their actions highlighted. A copy will also be sent to the secretarial group. (April 2003)

4.	The finance report should include a box showing net flows of income and expenditure (including interest but not capital). This should be included  below the interest box.(July 2003)
5.	There should be a cross check between shares held and interest due between Radical Routes and Rootstock finance reports. Both finance workers should send this information to each other for checking as soon as they produce quarterly finance reports. (July 2003)
6.	Committee members can claim travel expenses to gatherings provided that they are not also representing their co-op. Claim forms for this purpose should be brought to gatherings by the admin worker. (July 2003)
7.	The Rootstock database  should live on a stand alone computer, and be a password protected file.  It should be backed up every time it is used, and every quarter it should be copied to two committee members. The stand alone computer should communicate with the outside world only via CD which is used in other computers only via a read-only drive. The computer needs to be  a laptop with a 15" or 17" screen, and a  CD re-writer. (Sept 2003)
8.	We aim to increase total assets in Rootstock (and Radical Routes)  by £400,000 by 2014. In order to do that we need to raise £650,000; £400,000 of new investment, £150,000 to replace Radical Routes' interest free loans and £100,000 to replace repaid loanstock . This works out at £65,000 per year. We aim to find £18,000 from one big investor and 24 investors putting in an average of £2000 in 2004. (Oct 2003)
9.	Other groups may use the Rootstock laptop at gatherings. (Oct 2003)
10.	Money Liquidity: We should have between £5000 and £15000 as liquid cash. The liquidity issue is shared between Rootstock and Radical Routes. (Oct 2003 – replaced in July 2004)
11.	The admin worker should maintain a book wherein all manner of calls, letters and emails to the Rootstock office can be recorded. (June 2004)
12.	Each year the Rootstock AGM is to be held at the spring gathering of Radical Routes. (July 2004)
13.	Rootstock should hold its own reserves, maintaining 15% liquidity. (July 2004 – Replaces Secondary Rule 10).
14.	There is a presumption that we meet on the Friday before Gatherings. (Nov 2004).
15.	Before shares can be repaid without the certificate being returned to Rootstock the shareholder will need to provide us with a copy of a suitable safe Id, (such as a passport or driving licence), unless the repayment is being made to the same address as was on the original share application, in which case we will ask for a letter confirming receipt of the repayment. (Jan 2005)
16.	Anyone who picks up a problem with the finance work needs to raise it directly with the finance worker as well as communicate it to the committee – if they can’t deal with it then they need to pass it on to somebody else on the committee quickly and by a more direct method of communication that the email list. (May 2005)
17.	The ID of new investors’ needs to be checked. For single investments under £5,000 a cheque from an account held in the investor’s name at a UK bank will be sufficient. For periodic or larger investments we will need to see original documents to confirm name and address as per the money laundering regulations. Copies of all documents seen will be kept. (July 2005)
18.	The names of committee members signing share certificates should be printed on the certificates. (This can be pre-printed for year end interest certificates.) (July 2005)