For the SDC formation committee — reference template, published 1 Nov 2026.
Back to SDC Trustees.
Each minuted decision to appoint a Trustee gets a unique minute reference. The issuer enters that reference before a one-time Trustee invite can be issued — an invite is refused without a valid reference, so these minutes are the start of the audit trail. The trail runs: minute → invite → event record.
This template records decisions. It is not legal advice. SDC's constitution as a charitable incorporated organisation decides who may appoint Trustees and how. Check it with SDC's adviser before first use.
A minute reference has the form SDC-FC-YYYYMMDD-Mnn, for example SDC-FC-20261105-M04. That example is item 4 of the formation committee meeting on 5 Nov 2026.
| Part | Meaning | Rule |
|---|---|---|
SDC | Organisation | Always SDC |
FC | Approving body: SDC formation committee | Fixed code; a new body needs a new code (see Open questions) |
YYYYMMDD | Meeting date, which is the decision date | Must equal the decision date entered at issuance |
Mnn | Minute item number, two digits | Unique within the meeting; numbered in agenda order |
The meeting reference is the same string without the item number: SDC-FC-20261105.
The committee approval reference has two parts:
2026-11-05SDC-FC-20261105-M04The issue form checks that:
SDC-FC-<8 digits>-M<2 digits>;A reference is never reused for a different person, even after a failed invite. A re-issue for the same person cites the original minute.
Replace text in [brackets]. Items 1–4 and 6–7 are standing items; item 5 repeats once per nominee or removal.
SDC Formation Committee — Minutes
| Field | Entry |
|---|---|
| Meeting reference | SDC-FC-[YYYYMMDD] |
| Date and time | [date], [start]–[end] [time zone] |
| Format | [in person at … / video call on …] |
| Chair | [name] |
| Minute-taker | [name] |
| Members present | [name, role — Staalbaek Ltd advisory board / external advisor] |
| Apologies | [names] |
| In attendance (non-voting) | [names, reason] |
| Quorum | [Quorate / Not quorate]: [n] of [n] voting members present; quorum rule [cite rule] |
Approval of these minutes. Approved as a true record at meeting SDC-FC-[YYYYMMDD], minute [Mnn]. Signed [chair], [date].
Numbering note: if a meeting has no item 4, renumber so items stay consecutive. The reference must match the item as minuted, not the template's numbers.
Copy this block for each nominee. Each copy becomes its own minute item and gets its own reference.
[Mnn] Appointment of trustee: [nominee full name]
| Field | Entry |
|---|---|
| Minute reference | SDC-FC-[YYYYMMDD]-[Mnn] |
| Decision date | [YYYY-MM-DD] (the meeting date) |
| Nominee | [full name] |
| Email the invite will be sent to | [address] — the trustee account must use this address |
| Basis for appointment | [constitution clause / reason for nomination] |
| Eligibility confirmed | [Yes / No]: [declaration of eligibility to act as a charity trustee received on date] |
| Conflicts declared by nominee | [None / details] |
| Proposed by | [name] |
| Seconded by | [name] |
| Vote | For [n] · Against [n] · Abstain [n] |
| Decision | [Approved / Not approved / Deferred to SDC-FC-YYYYMMDD] |
| SDC–YFP data processing agreement | [agreement reference] — if none is in force, record "Not in force; invite to wait" |
| Issuer instructed | Benjamin Williamson-Westerman, to issue a trustee invite citing this minute reference |
Resolution. It was resolved that [nominee full name] be appointed a trustee of SDC, and that a one-time trustee invite to [address] be issued citing minute SDC-FC-[YYYYMMDD]-[Mnn].
Only an item recorded as Approved authorises an invite. Not approved and Deferred items keep their reference, but it can never be used to issue an invite.
Use this block when a trustee leaves or is removed, or when an unused invite is withdrawn. Each removal is recorded as its own event. Citing a minute reference links that record back to the decision.
[Mnn] Removal of trustee / withdrawal of invite: [full name]
| Field | Entry |
|---|---|
| Minute reference | SDC-FC-[YYYYMMDD]-[Mnn] |
| Decision date | [YYYY-MM-DD] |
| Person | [full name], [account email] |
| Original appointment minute | SDC-FC-[YYYYMMDD]-[Mnn] |
| Type | [Resignation received on date / Removal / Withdrawal of unused invite] |
| Reason | [short reason] |
| Vote (if a removal) | For [n] · Against [n] · Abstain [n] |
| Decision | [Approved / Not approved] |
| Issuer instructed | Benjamin Williamson-Westerman, to revoke citing this minute reference |
Revocation takes effect at the person's next sign-in.
The minute-taker adds a row for each appointment or removal item. The issuer copies the first three columns into the identity system's invite form, then fills in the invite ID it returns. Newest rows go first.
| Minute reference | Decision date | Type | Person | Invite email | Decision | DPA reference | Invite ID | Issued / revoked on |
|---|---|---|---|---|---|---|---|---|
| SDC-FC-20261105-M05 (example) | 2026-11-05 | Appointment | [name] | [address] | Approved | [reference] | [ID] | [date] |
This register sits with the SDC minutes. It does not copy the full audit trail kept in the identity system — this register is how a person matches an invite to its minute.
SDC-TB. Until the committee decides, Q1 stands and only SDC-FC is accepted.| Rev | Date | Change |
|---|---|---|
| 1 | 1 Nov 2026 | First version: reference format, meeting minutes, appointment and removal items, approval register, open questions. |
| 2 | 1 Nov 2026 | Approving-body wording left open for the formation committee. Planned location added: an SDC area of the shared workspace, visible to Trustees and SDC, exact location to be decided. |
| 3 | 3 Nov 2026 | Published to the SDC website for Trustees. |