🛁Clean up inactive collectives

🧹 Policy on the Cleanup of Inactive Collectives

Effective Date: January 1, 2025 Reviewed Annually: Every January Owner: All For Climate (A4C) ASBL Implementer: All For Climate Back Office supports person or team Relevant Clause: Clause 6.1 of the Cooperation Agreement Needed data: List of collectives with date of last activity + e-mails admins (export from OC)

🎯 Purpose

This policy ensures that All For Climate maintains an active, transparent, and impactful ecosystem of collectives. It outlines the annual process for identifying, reviewing, and archiving collectives that have become inactive and clarifies the procedure for the redistribution of unused funds to collectives that are still very much active.

📅 Annual review process

Timing: Every January

Criteria for Inactivity:

  • No expenses paid out in the past 18 months

  • No visible activity or engagement

  • No recent updates or communication from the collective

✉️ Communication flow

Collectives identified as inactive are contacted through a four-step email process:

Step 1: Initial contact (early January)

  • Email 1 is sent to collectives with a zero budget.

  • Email 2 is sent to collectives with remaining funds.

  • Collectives are asked to confirm whether they are still active.

  • If closing, they are requested to archive their collective and confirm by email.

For collectives with remaining funds, they are given three options to allocate their balance:

  1. Upload valid receipts for eligible expenses

  2. Donate to another collective hosted by A4C

  3. Donate to the A4C Treasury (used for emergency/extraordinary initiatives)

Deadline to respond: 30 days

Step 2: First reminder (30 days dater)

  • Email 3 is sent as a follow-up.

  • The collective is reminded of the options and deadline.

  • They are informed that failure to respond will result in the collective being archived and the remaining funds being moved to the A4C Treasury, in line with Clause 6.1 of the Cooperation Agreement.

Step 3: Final notice (60 days after first email)

  • Email 4 is sent as a final notice.

  • A4C will unhost the collective and reallocate any remaining funds to the A4C Treasury.

  • Collectives are invited to reapply if they wish to reactivate their project in the future.

💶 Handling of remaining funds

  • Collectives with zero balance: Automatically archived if no response after 60 days.

  • Collectives with funds below €1,000: Funds are moved to the A4C Treasury after 60 days of no response.

  • Collectives with funds above €1,000:

    • An additional outreach round is made via social media or other platforms.

    • If still no response after 6 months, the funds are moved to the A4C Treasury.

📌 Additional notes

  • Transparency: All reallocations to the A4C Treasury will be logged transparantly on A4C's OC profile.

  • Grace Period: Collectives that reply late may be given a 14-day grace window to act, at A4C's discretion.

  • Equity Consideration: If there are signs the collective supports a marginalized community or has faced barriers to digital communication, additional effort may be made to reconnect before archiving.

📜 Reference: Clause 6.1 from the Cooperation Agreement

In cases where a collective becomes inactive and unresponsive for an extended period of time, All For Climate reserves the right to archive the collective and reallocate any remaining funds to the A4C Treasury to be used for aligned initiatives, as defined by the community.

📨 Contact

For questions or clarifications, contact us at [email protected]

To reapply, visit: opencollective.com/allforclimate/apply

E MAILERS

  • Email 1

    COLLECTIVES WITH ZERO BALANCE

    https://allforclimate.ghost.io/ghost/#/editor/post/6737641bbe477a000167c584 Is your collective still active?

    Dear Admin of Collective xxx (link collective)

    We noticed that you have not paid out any expenses since August 2023 or even earlier and your balance is on zero. We are therefore checking in to see if you are still planning any activities? It appears from the outside that the collective is inactive and we are going through a big review of all collectives of A4C.

    • YES we are still very much active!🌞If you plan to continue working on the project in the near future, please respond to this message to let us know.

    • NO we want to close our collective!😶‍🌫️If you wish to close your collective, please archive your collective and let us know by replying to this message.

    💡

    Please respond within 30 days. If we do not hear from you, your collective will be archived following clause 6.1. from the Cooperation Agreement.

    Warm regards

    All for Climate team🌻

  • Email 2

    https://allforclimate.ghost.io/ghost/#/editor/post/66cf6c4210925c0001b0da0e

    Is your collective still active?

    Dear Admin of Collective xxx (link collective)

    We noticed that you have not paid out any expenses since August 2023 and are therefore checking in to see if you are still planning any activities? It appears from the outside that the collective is inactive and we are going through a big review of all collectives of A4C.

    • YES we are still very much active!🌞If you plan to continue working on the project in the near future, please respond to this message to let us know.

    • NO we want to close our collective!😶‍🌫️If you wish to close your collective, please archive your collective and let us know by replying to this message.

    Still have remaining funds? There are 3 options:

    1. Spending the remaining funds by uploading valid receipts.

    2. Donate to any other collective hosted by All For Climate (simply go to the collective of your choice and donate in the name of your organisation).

    3. Donate the funds to the Treasury of All for Climate. The treasury of All For Climate is used for emergency and extraordinary initiatives that directly benefit A4C, after a proposal is presented and approved.

    💡

    Please respond within 30 days. If we do not hear from you, the remaining funds will be transferred to the treasury of All for Climate (see above). In that case, your collective will be archived.

    Warm regards

    All for Climate team🌻

  • Email 3

    https://allforclimate.ghost.io/ghost/#/editor/post/67978a8a39bec3000161ba10

    Reminder: Is your collective still active?

    Dear Admin of Collective xxx

    We are following up on our initial email, which was sent on xxxx.

    As we did not receive a response within 30 days of sending the first email, we request once more to share your future plans or we will end the fiscal sponsorship relationship, per our terms of fiscal sponsorship (here), and unhost your collective.

    • YES we are still very much active!🌞If you plan to continue working on the project in the near future, please respond to this message to let us know.

    • NO we want to close our collective!😶‍🌫️If you wish to close your collective, please archive your collective and let us know by replying to this message.

    Still have remaining funds? There are 3 options:

    1. Uploading a valid receipt and spend the money.

    2. Donate to any other collective hosted by All For Climate (simply go to the collective of your choice and donate in the name of your organisation).

    3. Donate the funds to the Treasury of All for Climate. The treasury of All For Climate is used for emergency and extraordinary initiatives that directly benefit A4C, after a proposal is presented and approved.

    💡

    Please respond within 30 days. If we do not hear from you, the remaining funds will be transferred to the treasury of All for Climate (see above). In that case, your collective will be archived following clause 6.1. from the Cooperation Agreement.

    Warm regards

    All for Climate team🌻

  • Email 4

    https://allforclimate.ghost.io/ghost/#/editor/post/6797970039bec3000161ba19

    Archiving your inactive collective

    Dear Admin of Collective xxx

    We are following up on our 2 previous emails, which were sent on xx/12/2024 and 27/01/2025 (see below).

    As we did not receive a response within 60 days of sending both emails, we will end the fiscal sponsorship relationship, per our terms of fiscal sponsorship (here), and unhost your collective. The remaining funds of your collective will be transferred to the Treasury of All For Climate as communicated in the previous emails.

    If you still would like to keep this project active, you can always reapply for fiscal hosting through this link - opencollective.com/allforclimate/apply

    Thank you for being part of All For Climate. Please let us know if you have any questions. We can be reached directly at [email protected].

    Warm regards

    All For Climate team🌻

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