Arch Linux Secretary-Treasurer#

• Date proposed: 2026-08-11
• RFC MR: https://gitlab.archlinux.org/archlinux/rfcs/-/merge_requests/0070
• Authors: Mark Hegreberg, Levente Polyák

Summary#

In order to assist the Project Leader with the administrative tasks around finances, and to improve accountability, checks, and balances, Arch should have an appointed Secretary-Treasurer.

Motivation#

Arch has various financial costs, from hosting and conference reimbursements to merchandise like stickers.

The work around this can take some time, and an additional role focused on financial duties distributes the responsibility, and guarantees swift handling of reimbursements when either of them is unavailable. This allows the Project Leader to spend more time on guiding the project whenever necessary.

In addition, a second pair of eyes will create accountability, checks, and balances on the Project Leader, so that their own reimbursements will be above reproach. This should also help with pending tasks, like establishing a secondary financial host in Europe.

This has been discussed previously on the staff mailing list.

Specification#

Term#

The Secretary-Treasurer will be appointed by the Project Leader, and serve along with them the length of their term.

The Project Leader will make a public announcement upon appointment of a new Secretary-Treasurer.

In the event of a new Project Leader, the former Secretary-Treasurer will continue to serve until the new Project Leader appoints a replacement, in order to facilitate the transition.

In the event that a Secretary-Treasurer wishes to resign early, they should send an email to the staff internal list, and the Project Leader will appoint another.

In most cases the current Secretary-Treasurer should serve until a replacement can be selected.

The Secretary-Treasurer can also be removed by the same vote process as the Project Leader, or by the Project Leader issuing a staff notice.

Duties#

The Secretary-Treasurer shall:

• Review and approve reimbursements for staff
• Evaluate financial risk of new ongoing costs
• Coordinate with our fiscal hosts on necessary business
• Meet at least quarterly with the Project Leader to align on finances, and take any action needed
• Work with the Project Leader to create annual report on financial health
• Assist the Project Leader with other tasks as needed
• Endeavor to ensure long-term financial stability for the project

This position shall be added to the Governance Document

The Project Leader retains all authority over finances they currently have, other than the exception below. This position just creates an additional person who can approve and fulfil responsibilities.

Neither the Project Leader nor the Secretary-Treasurer should approve reimbursements for themselves, or any other financial transaction that creates a conflict of interest to them.

The Project Leader shall review and approve Secretary-Treasurer reimbursements, and the Secretary-Treasurer shall review and approve Project Leader reimbursements.

Building on our current practice of tracking reimbursement requests in the Arch Linux finance group, a cross-check label will be added to work items. The Project Leader reviews both approvals issued and labels checked by the Secretary-Treasurer, and vice versa.

Drawbacks#

As with any new administrative structure, there is a risk that this new position creates additional bureaucracy, and impede swift movement and pivoting. In this case, this position is unlikely to create issues, and should instead speed up financial processes by keeping the process KISS and effectively distributing the responsibilities.

Alternatives Considered#

• Maintain status quo, where all financial decisions rely solely on the Project Leader
• Hire a professional accountant to act as a treasurer