Board Meeting Procedure

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This procedure was agreed by the Board at their meeting of 27th August 2014


The full requirements for Director Board Meetings are in Rules 71 - 82

BEFORE

For each meeting a Google doc is prepared for

  • Agenda
  • Minutes

To make admin easier, a separate document details all actions.

Main Agenda

The standing items are:

  • Minutes of last meeting
  • Declaration of interest
  • Membership Changes
  • Items from the Board Timetable
  • Updates from each Board Member and Officer
  • Confirmation of date of next meeting

The agenda will also include:

  • Reports or links to documents/Trello lists of reports by role holders or officers
  • Explanatory notes and any information that would save time in the board meeting
  • Resolution wording, if long
  • The details of polls for items on the Consent Agenda items

Decisions Made Between Board Meetings

Where an item has been agreed outside of a board meeting (via a poll of the board), the decisions will be noted as part of the next board agenda and recorded in the minutes.

DURING

  • Meetings are usually held via video conferencing software such as Skype or Zoom
  • They are usually the first Tuesday of the month at 6:30
  • The meeting schedule is on the Freegle Board Group calendar with reminders set, beginning 2 weeks before
  • Attendance for meetings is recorded from when an attendee joins via video conference
  • Meeting Polls are conducted via a show of hands
  • Conflicts of interest are dealt with in accordance with the agreed procedure.

Board Polls Outside of Board Meetings

Board polls are conducted using software such as Groups.io. A board poll typically has 4 response options:

  • Agree - the member agrees with the motion
  • Disagree - the member disagrees with the motion
  • Abandon - the member believes the poll is flawed in some way and should not proceed
  • Abstain - the member does not wish to vote on the motion

By convention, members who choose the Abandon or Abstain options provide an explanation for their choice.

AFTER

Minutes

  • Produced by the Board Secretary
  • Agreed by the Chair
  • Issued to the Board Group for comment/review
  • Published to volunteers on Central and links added to this wiki
  • An item for approval is put on the Agenda for the next meeting.


Actions

  • Each Director's actions are listed in their section of the agenda
  • An overall list of Action items is maintained in a separate document

Transcript, Agenda, Minutes and Notes are filed in the directors@ google drive.


Links: