Freegle Wiki - User contributions [en-gb]

Maintain Black Box Process

2025-01-08T14:18:26Z

NotNowCraig:

The Freegle Black Box is a Google Drive Folder which contains a copy of important electronic documents, designed to be accessible in the event of a disaster.

The aim is to allow Freegle to recover or continue operating in the event of a significant operational issue.

The Freegle Black Box does not include in its scope Information Technology assets, as they use other mechanisms to provide assured operations in the event of a major event.

====Triggers====
Refresh of the Freegle Black Box is an annual process, triggered by an entry in the [https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Board Calendar]

Other ad-hoc refreshes may happen if someone identifies significant content to be stored in the Black Box

====Responsibilities====
* In the Board Calendar, the [[Board Chair]] is the owner of the action to refresh the Black Box

====Inputs====
* The current contents of the Freegle Black Box
* Source Folders for electronic documents (details below)

====Outputs====
* Updated Freegle Black Box
* Report documenting the items copied as part of the refresh
* Updates to this wiki page

====Items Copied as Part of the Refresh====
* Freegle Board Minutes and Agendas
* Contracts and Acceptance Emails
* Budget and Approval Documents
* Finance reports (including forecasts and end of year accounts)
* Bank account and Xero access details documents
* Role Definitions
* Recruitment documents (e.g. interview questions)
* Pay Review Documents
* Freegle Board timetable
* Charity Registration Documents
* Freegle Ltd Membership Register
* Board Register of Interests
* Any 1-off significant documents (e.g. the Strategy Report produced in 2024)

====Process====
# Using the inputs above, plus input from the Board and other volunteers, identify the items to be secured in the Black Box
# Copy the Relevant content across to the Black Box
#:Note: Google Drive does not support a native "copy folder" function, so this can be fiddly. Information can be found on the web in pages such as [https://www.howtogeek.com/435522/how-to-copy-google-drive-folders/ this]
# Produce a 1-page report summarising what was copied as part of the refresh
# If other standard items to be copied were identified, then update this page
# Report the conclusion of the refresh to the board

====Links====
* [https://drive.google.com/drive/folders/1Dq_xpw9O0ErVJYBHLtLAX9RfWU_EB9-H?usp=drive_link Freegle Black Box] (Access Required)
* [https://docs.google.com/document/d/1MwVnzu3n7fj80jIR8N-rCQn6-blxY_zB5wfeVAzIFck/edit?usp=drive_link Report of Black Box Refresh from 5th January 2025] (Access Required)

[[category:Policies, Procedures, Remits]] [[category:Freegle Board]]

Maintain Black Box Process

2025-01-05T19:05:04Z

NotNowCraig: Created page with "The Feegle Black Box is a Google Drive Folder which contains a copy of important electronic documents, designed to be accessible in the event of a disaster The aim is to allow Freegle to recover or continue operating in the event that an significant operational issue The Freegle Black Box does not include in its scope Information Technology assets, as they use other mechanisms to provide assured operations in the event of a major event ====Triggers==== Refresh of the..."

The Feegle Black Box is a Google Drive Folder which contains a copy of important electronic documents, designed to be accessible in the event of a disaster

The aim is to allow Freegle to recover or continue operating in the event that an significant operational issue

The Freegle Black Box does not include in its scope Information Technology assets, as they use other mechanisms to provide assured operations in the event of a major event

====Triggers====
Refresh of the Freegle Black Box is an annual process, triggered by an entry in the [https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Board Calendar]

Other ad-hoc refreshes may happen if someone identifies significant content to be stored in the Black Box

====Responsibilities====
* In the Board Calendar, the [[Board Chair]] is the owner of the action to refresh the Black Box

====Inputs====
* The current contents of the Freegle Black Box
* Source Folders for electronic documents (details below)

====Outputs====
* Updated Freegle Black Box
* Report documenting the items copied as part of the refresh
* Updates to this wiki page

====Items Copied as Part of the Refresh====
* Freegle Board Minutes and Agendas
* Contracts and Acceptance Emails
* Budget and Approval Documents
* Finance reports (including forecasts and end of year accounts)
* Bank account and Xero access details documents
* Role Definitions
* Recruitment documents (e.g. interview questions)
* Pay Review Documents
* Freegle Board timetable
* Freegle Ltd Membership Register
* Board Register of Interests
* Any 1-off significant documents (e.g. the Strategy Report produced in 2024)

====Process====
# Using the inputs above, plus input from the Board and other volunteers, identify the items to be secured in the Black Box
# Copy the Relevant content across to the Black Box
#:Note: Google Drive does not support a native "copy folder" function, so this can be fiddly. Information can be found on the web in pages such as [https://www.howtogeek.com/435522/how-to-copy-google-drive-folders/ this]
# Produce a 1-page report summarising what was copied as part of the refresh
# If other standard items to be copied were identified, then update this page
# Report the conclusion of the refresh to the board

====Links====
* [https://drive.google.com/drive/folders/1Dq_xpw9O0ErVJYBHLtLAX9RfWU_EB9-H?usp=drive_link Freegle Black Box] (Access Required)
* [https://docs.google.com/document/d/1MwVnzu3n7fj80jIR8N-rCQn6-blxY_zB5wfeVAzIFck/edit?usp=drive_link Report of Black Box Refresh from 5th January 2025] (Access Required)

[[category:Policies, Procedures, Remits]]

Budget Creation Procedure

2025-01-05T12:42:47Z

NotNowCraig: NotNowCraig moved page Budget Creation Procedure to Budget Creation Process: Standardising on "process" rather than "procedure"

#REDIRECT [[Budget Creation Process]]

Budget Creation Process

2025-01-05T12:42:47Z

NotNowCraig: NotNowCraig moved page Budget Creation Procedure to Budget Creation Process: Standardising on "process" rather than "procedure"

The Freegle budget is an estimation of income and expenditure for the next financial year (and beyond)

It is used to provide an insight into how Freegle's operates, assess the health of Freegle's finances and to provide a benchmark which the actual income and expenditure is measured against

Whilst the budget is being set, it is also a convenient moment for the board to also approve much of the standard financial expenditure related to operations (e.g. IT expenditure)

This process describes how the budget is created

====Triggers====
The creation of a budget is an annual process, triggered by an entry in the [https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Board Calendar]

If there was a major change to Freegle's finances or operations, it might be necessary to refresh the budget on an ad-hoc basis, but as of January 2025, this has never happened

====Responsibilities====
* Individual [[Budget Owner]]s provide a view of the likely expenditure in their budget areas for the coming period(s)
* The Finance Director supported by the Treasurer creates the budget
* The Finance Subcommittee is consulted on the content and approves the budget
* The [[Freegle Board]] reviews and approves the Budget

====Inputs====
* The previous budget
* Previous actual financial spend, accounts and forecasts
* Payment approvals
* Views from [[Budget Owner]]s

====Outputs====
* Budget Sheet
* Budget Narrative/Report

====Budget Sheet Detail====
The simplest way to view what detail exists on the budget sheet is by looking at a previous example

However, the budget sheet has previously contained the following key information for each entry:
* An Account Code to allow a match to the information held in the actual accounts
* The [[Budget Owner]]
* Details of expenditure for the next financial year
* Details of expenditure for years following the next financial year (to identify any items that do no recur)
* Any assumptions or calculations used to create the item
* Approval information for any items approved as part of the budget

====Budget Report Detail====
The simplest way to view what detail exists on the budget report is by looking at a previous example

However, the budget report has previously contained the following key information:
* A view of our financial health made by projecting forward our likely deficit or surplus. Specifically, a view of when we will exhaust our reserves
* A graph showing where the main areas of income and expenditure
* A report against a set of Budget Owner Financial Controls (see [[Budget Owner]] best practice guidelines)
* A list of the payment approvals requested/made as part of the budget

====Process====
# Using the inputs above, the Finance Director, supported by the treasurer creates a draft budget sheet estimating the proposed expenditure for the next financial years and those that follow
# The Finance Director reviews the draft budget with individual Budget Owners and agrees any changes
# The Finance Director reviews the draft budget with the Finance Subcommittee and agrees any changes
# The Finance Director creates a draft report, supporting the budget
# The Finance Director also creates a set of approvals for standard operational items to go alongside the budget (see [[Managing Financial Approvals Process]])
# The Finance Director submits the budget sheet and report to the Finance Subcommittee For Approval
# The Finance Subcommittee approves (or asks for changes which trigger a refresh/reapproval loop) the budget
# The Finance Director submits the budget sheet and report to the Board for approval
# The Board approves (or asks for changes which trigger a refresh/reapproval loop) the budget
# The Finance Director secures the budget documents
# The Finance Director creates an updated document for current approved payments, based on the newly approved budget and approvals

====Links====
* [https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Board Timetable]
* [https://docs.google.com/document/d/1kyGaqBNiXsGPfo8rRpXcK9RYvi-s3MdaPFsNJGwv97o/edit?usp=drive_link Freegle Budget Report for Financial Year 2024-2025]
* [https://docs.google.com/spreadsheets/d/1a1UpWrtpfNcaei2X7p-dHIg2iSVR3xx_QETxl9Aaj_k/edit?usp=drive_link Freegle Budget Sheet for Financial Year 2024-2025]

[[category:Policies, Procedures, Remits]]
[[category:Finance]]

Budget Owner

2025-01-05T12:36:57Z

NotNowCraig: Added Finance Category

The board agreed the concept of Budget Owner at the board meeting on the 7th February 2024

===Board Agenda Role===
Expenditure items defined in the budget must have a budget owner.

A budget owner is repsonisble for;
* Explaining what the line item expenditure is for
* Explaining the rationale for the budget cost/estimate and approved expenditure amounts
* If asked, confirming that we have recieved the service/item paid for

A budget owner does not have to be the same person who buys the service or carries out the work

===Best Practice Guidelines===
We should aim to adopt the following best practice:
* A budget owner should be a role holder or board member
* A budget onwer should not be the same person that provides the service or item being paid for

[[category:Finance]]

Payment Approval Level

2025-01-05T12:36:07Z

NotNowCraig: Added Finance Category

The use of this set of payment approval levels was agreed by the board at the Board Meeting on 4th July 2023.

====Overview====
When expenditure is approved (see [[Managing Financial Approvals Process]]) a payment approval level is assigned, to show how any actual payments should be validated when they are requested

The table below describes the levels

{| class="wikitable"
|+ APPROVAL LEVELS
|-
! Approval Level !! Approval Process !! Used For !! Example
|-
| Level 1|| Treasurer submits payment request in Unity
Payment is authorised by 2nd person (Payment Authoriser) in Unity
|| Where:
* An approval is already in place
* The amount is less than the approved amount / average spend
* The item is clearly directly related to the budget item
||
* Paying for services supplied by contractor where contract in place
* Paying for technical services specified in the budget
|-
| Level 2 || Treasurer polls Finance Subcommittee (FSC) to obtain confirmation/approval
A simple majority of all FSC members required to progress
Treasurer submits payment request in Unity
Payment is authorised by 2nd person (Payment Authoriser) in Unity
|| As per level 1, except:
* The budget line item is a broad category and further scrutiny is required to confirm the expenditure falls within that item
* The total spend is less than the approved amount, but the run rate indicates a breach in the future
||
* Expense payments made for Media, Councils or IT
|-
| Level 3 || Finance Director polls board to obtain confirmation/approval
A simple majority of all board members required to progress
Treasurer submits payment request in Unity
Payment is authorised by 2nd person (Payment Authoriser) in Unity
|| As per level 2, except:
* No approval is in place
* The payment will breach the approved amount for that budget line
* The budget line item is a very broad placeholder and confirmation is required that the expenditure falls within it
||
* New spend items where the approval has not yet been put in place
|}

[[category:Policies, Procedures, Remits]]
[[category:Finance]]

Budget Creation Process

2025-01-05T12:35:41Z

NotNowCraig: Added Finance Category

Managing Financial Approvals Process

2025-01-05T12:34:55Z

NotNowCraig: Added Finance Category

Rule 6 of the [[Finance_Policy]] states that all expenditure must be approved by the board.

This process describes how to manage those approvals.

====Triggers====
Approvals are made by the board. This is normally done in 3 ways:
# Alongside the agreements made when setting the annual budget (the majority of financial approvals are made at this time)
# As part of a decision made at a Board Meeting (recorded in the minutes)
# As an ad-hoc decision between board meetings

====Responsibilities====
The individual [[budget owner]] requests the approval

The [[Freegle Board]] approves (or rejects) the request and agrees what [[Payment Approval Level]] is required

The Finance Director updates the record of approved expenditure

====Inputs====
* Details of the expenditure being requested

====Outputs====
* Updated record of payment approvals.

====Payment Approvals Detail====
The Payment Approvals sheet is structured in 2 parts;
# Payment approvals made as part of the budget
# Payment approvals made since the budget
Keeping this distinction helps with other financial management activities

For each payment approval, the following information is recorded
* Date approved
* Amount approved
* [[Payment Approval Level]]
* Where the Approval was made (e.g. at a board meeting)
* Any supporting comments/notes

====Process====
# The Budget Owner details of the expenditure required - specifically, the amount and what it will be spent on
# The Board approves the request, following their standard decision making process
# The Finance Director updates the record of financial approvals

====Links====
* [https://docs.google.com/spreadsheets/d/13ihORiS-49zd3FYuht1sV8iGbG1I6QlLT60fvqMn30I/edit?usp=sharing Google Sheet Containing Current Approvals for Financial Year ending in April 2025] (access required)

[[category:Policies, Procedures, Remits]]
[[category:Finance]]
[[category:Freegle Board]]

Budget Creation Process

2025-01-05T12:33:40Z

NotNowCraig:

Budget Creation Process

2025-01-05T12:32:57Z

NotNowCraig: Added link to financial controls on budget owner sheet

The Freegle budget is an estimation of income and expenditure for the next financial year (and beyond)

It is used to provide an insight into how Freegle's operates, assess the health of Freegle's finances and to provide a benchmark which the actual income and expenditure is measured against

Whilst the budget is being set, it is also a convenient moment for the board to also approve much of the standard financial expenditure related to operations (e.g. IT expenditure)

This process describes how the budget is created

====Triggers====
The creation of a budget is an annual process, triggered by an entry in the [https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Board Calendar]

If there was a major change to Freegle's finances or operations, it might be necessary to refresh the budget on an ad-hoc basis, but as of January 2025, this has never happened

====Responsibilities====
* Individual [[Budget Owner]]s provide a view of the likely expenditure in their budget areas for the coming period(s)
* The Finance Director supported by the Treasurer creates the budget
* The Finance Subcommittee is consulted on the content and approves the budget
* The [[Freegle Board]] reviews and approves the Budget

====Inputs====
* The previous budget
* Previous actual financial spend, accounts and forecasts
* Payment approvals
* Views from [[Budget Owner]]s

====Outputs====
* Budget Sheet
* Budget Narrative/Report

====Budget Sheet Detail====
The simplest way to view what detail exists on the budget sheet is by looking at a previous example

However, the budget sheet has previously contained the following key information for each entry:
* An Account Code to allow a match to the information held in the actual accounts
* The [[Budget Owner]]
* Details of expenditure for the next financial year
* Details of expenditure for years following the next financial year (to identify any items that do no recur)
* Any assumptions or calculations used to create the item
* Approval information for any items approved as part of the budget

====Budget Report Detail====
The simplest way to view what detail exists on the budget report is by looking at a previous example

However, the budget report has previously contained the following key information:
* A view of our financial health made by projecting forward our likely deficit or surplus. Specifically, a view of when we will exhaust our reserves
* A graph showing where the main areas of income and expenditure
* A report against a set of Budget Owner Financial Controls (see [[Budget Owner]])
* A list of the payment approvals requested/made as part of the budget

====Process====
# Using the inputs above, the Finance Director, supported by the treasurer creates a draft budget sheet estimating the proposed expenditure for the next financial years and those that follow
# The Finance Director reviews the draft budget with individual Budget Owners and agrees any changes
# The Finance Director reviews the draft budget with the Finance Subcommittee and agrees any changes
# The Finance Director creates a draft report, supporting the budget
# The Finance Director also creates a set of approvals for standard operational items to go alongside the budget (see [[Managing Financial Approvals Process]])
# The Finance Director submits the budget sheet and report to the Finance Subcommittee For Approval
# The Finance Subcommittee approves (or asks for changes which trigger a refresh/reapproval loop) the budget
# The Finance Director submits the budget sheet and report to the Board for approval
# The Board approves (or asks for changes which trigger a refresh/reapproval loop) the budget
# The Finance Director secures the budget documents
# The Finance Director creates an updated document for current approved payments, based on the newly approved budget and approvals

====Links====
* [https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Board Timetable]
* [https://docs.google.com/document/d/1kyGaqBNiXsGPfo8rRpXcK9RYvi-s3MdaPFsNJGwv97o/edit?usp=drive_link Freegle Budget Report for Financial Year 2024-2025]
* [https://docs.google.com/spreadsheets/d/1a1UpWrtpfNcaei2X7p-dHIg2iSVR3xx_QETxl9Aaj_k/edit?usp=drive_link Freegle Budget Sheet for Financial Year 2024-2025]

[[category:Policies, Procedures, Remits]]

Budget Owner

2025-01-05T12:27:19Z

NotNowCraig: Created page with "The board agreed the concept of Budget Owner at the board meeting on the 7th February 2024 ===Board Agenda Role=== Expenditure items defined in the budget must have a budget owner. A budget owner is repsonisble for; * Explaining what the line item expenditure is for * Explaining the rationale for the budget cost/estimate and approved expenditure amounts * If asked, confirming that we have recieved the service/item paid for A budget owner does not have to be the same p..."

Budget Creation Process

2025-01-05T12:17:16Z

NotNowCraig:

The Freegle budget is an estimation of income and expenditure for the next financial year (and beyond)

It is used to provide an insight into how Freegle's operates, assess the health of Freegle's finances and to provide a benchmark which the actual income and expenditure is measured against

Whilst the budget is being set, it is also a convenient moment for the board to also approve much of the standard financial expenditure related to operations (e.g. IT expenditure)

This process describes how the budget is created

====Triggers====
The creation of a budget is an annual process, triggered by an entry in the [https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Board Calendar]

If there was a major change to Freegle's finances or operations, it might be necessary to refresh the budget on an ad-hoc basis, but as of January 2025, this has never happened

====Responsibilities====
* Individual [[Budget Owner]]s provide a view of the likely expenditure in their budget areas for the coming period(s)
* The Finance Director supported by the Treasurer creates the budget
* The Finance Subcommittee is consulted on the content and approves the budget
* The [[Freegle Board]] reviews and approves the Budget

====Inputs====
* The previous budget
* Previous actual financial spend, accounts and forecasts
* Payment approvals
* Views from [[Budget Owner]]s

====Outputs====
* Budget Sheet
* Budget Narrative/Report

====Budget Sheet Detail====
The simplest way to view what detail exists on the budget sheet is by looking at a previous example

However, the budget sheet has previously contained the following key information for each entry:
* An Account Code to allow a match to the information held in the actual accounts
* The [[Budget Owner]]
* Details of expenditure for the next financial year
* Details of expenditure for years following the next financial year (to identify any items that do no recur)
* Any assumptions or calculations used to create the item
* Approval information for any items approved as part of the budget

====Budget Report Detail====
The simplest way to view what detail exists on the budget report is by looking at a previous example

However, the budget report has previously contained the following key information:
* A view of our financial health made by projecting forward our likely deficit or surplus. Specifically, a view of when we will exhaust our reserves
* A graph showing where the main areas of income and expenditure
* A report against a set of [[Budgetary Financial Controls]]
* A list of the payment approvals requested/made as part of the budget

====Process====
# Using the inputs above, the Finance Director, supported by the treasurer creates a draft budget sheet estimating the proposed expenditure for the next financial years and those that follow
# The Finance Director reviews the draft budget with individual Budget Owners and agrees any changes
# The Finance Director reviews the draft budget with the Finance Subcommittee and agrees any changes
# The Finance Director creates a draft report, supporting the budget
# The Finance Director also creates a set of approvals for standard operational items to go alongside the budget (see [[Managing Financial Approvals Process]])
# The Finance Director submits the budget sheet and report to the Finance Subcommittee For Approval
# The Finance Subcommittee approves (or asks for changes which trigger a refresh/reapproval loop) the budget
# The Finance Director submits the budget sheet and report to the Board for approval
# The Board approves (or asks for changes which trigger a refresh/reapproval loop) the budget
# The Finance Director secures the budget documents
# The Finance Director creates an updated document for current approved payments, based on the newly approved budget and approvals

====Links====
* [https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Board Timetable]
* [https://docs.google.com/document/d/1kyGaqBNiXsGPfo8rRpXcK9RYvi-s3MdaPFsNJGwv97o/edit?usp=drive_link Freegle Budget Report for Financial Year 2024-2025]
* [https://docs.google.com/spreadsheets/d/1a1UpWrtpfNcaei2X7p-dHIg2iSVR3xx_QETxl9Aaj_k/edit?usp=drive_link Freegle Budget Sheet for Financial Year 2024-2025]

[[category:Policies, Procedures, Remits]]

Budget Creation Process

2025-01-05T12:11:48Z

NotNowCraig: Created page with "The Freegle budget is an estimation of income and expenditure for the next financial year (and beyond) It is used to provide an insight into how Freegle's operates, assess the health of Freegle's finances and to provide a benchmark which the actual income and expenditure is measured against Whilst the budget is being set, it is also a convenient moment for the board to also approve much of the standard financial expenditure related to operations (e.g. IT expenditure)..."

The Freegle budget is an estimation of income and expenditure for the next financial year (and beyond)

It is used to provide an insight into how Freegle's operates, assess the health of Freegle's finances and to provide a benchmark which the actual income and expenditure is measured against

Whilst the budget is being set, it is also a convenient moment for the board to also approve much of the standard financial expenditure related to operations (e.g. IT expenditure)

This process describes how the budget is created

====Triggers====
The creation of a budget is an annual process, triggered by an entry in the [https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Board Calendar]

If there was a major change to Freegle's finances or operations, it might be necessary to refresh the budget on an ad-hoc basis, but as of January 2025, this has never happened

====Responsibilities====
* Individual [[Budget Owner]]s provide a view of the likely expenditure in their budget areas for the coming period(s)
* The Finance Director supported by the Treasurer creates the budget
* The [[Freegle Board]] approves the Budget

====Inputs====
* The previous budget
* Previous actual financial spend, accounts and forecasts
* Payment approvals
* Views from [[Budget Owner]]s

====Outputs====
* Budget Sheet
* Budget Narrative/Report

====Budget Sheet Detail====
The simplest way to view what detail exists on the budget sheet is by looking at a previous example

However, the budget sheet has previously contained the following key information for each entry:
* An Account Code to allow a match to the information held in the actual accounts
* The [[Budget Owner]]
* Details of expenditure for the next financial year
* Details of expenditure for years following the next financial year (to identify any items that do no recur)
* Any assumptions or calculations used to create the item
* Approval information for any items approved as part of the budget

====Budget Report Detail====
The simplest way to view what detail exists on the budget report is by looking at a previous example

However, the budget report has previously contained the following key information:
* A view of our financial health made by projecting forward our likely deficit or surplus. Specifically a view of when we will exhaust our reserves
* A graph showing where the main areas of income and expenditure
* A report against a set of [[Budgetary Financial Controls]]
* A list of the payment approvals requested/made as part of the budget

====Process====
# Using the inputs above, the Finance Director, supported by the treasurer creates a draft budget sheet estimating the proposed expenditure for the next financial years and those that follow
# The Finance Director reviews the draft budget with individual Budget Owners and agrees any changes
# The Finance Director creates a draft report, supporting the budget
# The Finance Director also creates a set of approvals for standard operational items to go alongside the budget (see [[Managing Financial Approvals Process]])
# The Finance Director submits the budget sheet and report to the Board for approval
# The Board approves (or asks for changes which trigger a refresh/reapproval loop) the budget
# The Finance Director secures the budget documents
# The Finance Director creates an updated document for current approved payments, based on the newly approved budget and approvals

====Links====
* [https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Board Timetable]
* [https://docs.google.com/document/d/1kyGaqBNiXsGPfo8rRpXcK9RYvi-s3MdaPFsNJGwv97o/edit?usp=drive_link Freegle Budget Report for Financial Year 2024-2025]
* [https://docs.google.com/spreadsheets/d/1a1UpWrtpfNcaei2X7p-dHIg2iSVR3xx_QETxl9Aaj_k/edit?usp=drive_link Freegle Budget Sheet for Financial Year 2024-2025]

[[category:Policies, Procedures, Remits]]

Payment Approval Level

2025-01-05T11:52:20Z

NotNowCraig: Added category

Payment Approval Level

2025-01-05T11:51:25Z

NotNowCraig: Created page with "The use of this set of payment approval levels was agreed by the board at the Board Meeting on 4th July 2023. ====Overview==== When expenditure is approved (see Managing Financial Approvals Process) a payment approval level is assigned, to show how any actual payments should be validated when they are requested The table below describes the levels {| class="wikitable" |+ APPROVAL LEVELS |- ! Approval Level !! Approval Process !! Used For !! Example |- | Level 1||..."

Managing Financial Approvals Process

2025-01-05T11:43:48Z

NotNowCraig:

Managing Financial Approvals Process

2025-01-05T11:43:02Z

NotNowCraig:

Rule 6 of the [[Finance_Policy]] states that all expenditure must be approved by the board.
This process describes how to manage those approvals.

====Triggers====
Approvals are made by the board. This is normally done in 3 ways:
# Alongside the agreements made when setting the annual budget (the majority of financial approvals are made at this time)
# As part of a decision made at a Board Meeting (recorded in the minutes)
# As an ad-hoc decision between board meetings

====Responsibilities====
The individual [[budget owner]] requests the approval
The [[Freegle Board]] approves (or rejects) the request and agrees what [[Payment Approval Level]] is required
The Finance Director updates the record of approved expenditure

====Inputs====
* Details of the expenditure being requested

====Outputs====
* Updated record of payment approvals.

====Payment Approvals Detail====
The Payment Approvals sheet is structured in 2 parts;
# Payment approvals made as part of the budget
# Payment approvals made since the budget
Keeping this distinction helps with other financial management activities

For each payment approval, the following information is recorded
* Date approved
* Amount approved
* [[Payment Approval Level]]
* Where the Approval was made (e.g. at a board meeting)
* Any supporting comments/notes

====Process====
# The Budget Owner details of the expenditure required - specifically, the amount and what it will be spent on
# The Board approves the request, following their standard decision making process
# The Finance Director updates the record of financial approvals

====Links====
* [https://docs.google.com/spreadsheets/d/13ihORiS-49zd3FYuht1sV8iGbG1I6QlLT60fvqMn30I/edit?usp=sharing Google Sheet Containing Current Approvals for Financial Year ending in April 2025] (access required)

[[category:Policies, Procedures, Remits]]
[[category:Freegle Board]]

Managing Financial Approvals Process

2025-01-05T11:36:20Z

NotNowCraig:

Rule 6 of the [[Finance_Policy]] states that all expenditure must be approved by the board.
This process describes how to manage those approvals.

====Triggers====
Approvals are made by the board. This is normally done in 3 ways:
# Alongside the agreements made when setting the annual budget (the majority of financial approvals are made at this time)
# As part of a decision made at a Board Meeting (recorded in the minutes)
# As an ad-hoc decision between board meetings

====Responsibilities====
The individual [[budget owner]] requests the approval
The [[Freegle Board]] approves (or rejects) the request
The Finance Director updates the record of approved expenditure

====Inputs====
* Details of the expenditure being requested

====Outputs====
* Updated record of payment approvals.

====Payment Approvals Detail====
The Payment Approvals sheet is structured in 2 parts;
# Payment approvals made as part of the budget
# Payment approvals made since the budget
Keeping this distinction helps with other financial management activities

For each payment approval, the following information is recorded
* Date approved
* Amount approved
* [[Payment Approval Level]]
* Where the Approval was made (e.g. at a board meeting)
* Any supporting comments/notes

====Process====
# The Budget Owner details of the expenditure required - specifically, the amount and what it will be spent on
# The Board approves the request, following their standard decision making process
# The Finance Director updates the record of financial approvals

====Links====
* [https://docs.google.com/spreadsheets/d/13ihORiS-49zd3FYuht1sV8iGbG1I6QlLT60fvqMn30I/edit?usp=sharing Google Sheet Containing Current Approvals for Financial Year ending in April 2025] (access required)

[[category:Policies, Procedures, Remits]]
[[category:Freegle Board]]

Managing Financial Approvals Process

2025-01-05T11:35:14Z

NotNowCraig: Added detail on what payment approval info is recorded

Rule 6 of the [[Finance_Policy]] states that all expenditure must be approved by the board.
This process describes how to manage those approvals.

====Triggers====
Approvals are made by the board. This is normally done in 3 ways:
# Alongside the agreements made when setting the annual budget (the majority of financial approvals are made at this time)
# As part of a decision made at a Board Meeting (recorded in the minutes)
# As an ad-hoc decision between board meetings

====Responsibilities====
The individual [[budget owner]] requests the approval
The [[Freegle_Board]] (or rejects) the request
The Finance Director updates the record of approved expenditure

====Inputs====
* Details of the expenditure being requested

====Outputs====
* Updated record of payment approvals.

====Payment Approvals Detail====
The Payment Approvals sheet is structured in 2 parts;
# Payment approvals made as part of the budget
# Payment approvals made since the budget
Keeping this distinction helps with other financial management activities

For each payment approval, the following information is recorded
* Date approved
* Amount approved
* [[Payment_Approval_Level]]
* Where the Approval was made (e.g. at a board meeting)
* Any supporting comments/notes

====Process====
# The Budget Owner details of the expenditure required - specifically, the amount and what it will be spent on
# The Board approves the request, following their standard decision making process
# The Finance Director updates the record of financial approvals

====Links====
* [https://docs.google.com/spreadsheets/d/13ihORiS-49zd3FYuht1sV8iGbG1I6QlLT60fvqMn30I/edit?usp=sharing Google Sheet Containing Current Approvals for Financial Year ending in April 2025] (access required)

[[category:Policies, Procedures, Remits]]
[[category:Freegle Board]]

Managing Financial Approvals Process

2025-01-05T11:17:12Z

NotNowCraig: Created page with "Rule 6 of the Finance_Policy states that all expenditure must be approved by the board. This process describes how to manage those approvals. ====Triggers==== Approvals are made by the board. This is normally done in 3 ways: # Alongside the agreements made when setting the annual budget (the majority of financial approvals are made at this time) # As part of a decision made at a Board Meeting (recorded in the minutes) # As an ad-hoc decision between board meetings..."

Rule 6 of the [[Finance_Policy]] states that all expenditure must be approved by the board.
This process describes how to manage those approvals.

====Triggers====
Approvals are made by the board. This is normally done in 3 ways:
# Alongside the agreements made when setting the annual budget (the majority of financial approvals are made at this time)
# As part of a decision made at a Board Meeting (recorded in the minutes)
# As an ad-hoc decision between board meetings

====Responsibilities====
The individual [[budget owner]] requests the approval
The [[Freegle_Board]] (or rejects) the request
The Finance Director updates the record of approved expenditure

====Inputs====
* Details of the expenditure being requested

====Outputs====
* Updated record of payment approvals

====Process====
# The Budget Owner details of the expenditure required - specifically, the amount and what it will be spent on
# The Board approves the request, following their standard decision making process
# The Finance Director updates the record of financial approvals

====Links====
* [https://docs.google.com/spreadsheets/d/13ihORiS-49zd3FYuht1sV8iGbG1I6QlLT60fvqMn30I/edit?usp=sharing Google Sheet Containing Current Approvals for Financial Year ending in April 2025] (access required)

[[category:Policies, Procedures, Remits]]
[[category:Freegle Board]]

Board Agenda and Minutes Procedure

2024-11-28T09:47:25Z

NotNowCraig: Fixing copy/paste error on heading and adding a bit more detail to some of the steps

This procedure was agreed by the Board at their meeting of 5th November 2024

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

==Triggers==
Board meetings are held on a scheduled basis (normally once per month). The dates for the following year's meetings are normally agreed at the December board meeting. 
Currently, they are normally held on the first Tuesday of a month at 6:30pm. They are normally held via Zoom video conference.

==Responsibilities==
The [[Board Secretary]] is responsible for producing the overall Agenda and Minutes 
Board Members are responsible for providing updates on their actions and any relevant reports and suggesting amendments to the minutes

==Inputs==
* Previous Board Meeting Minutes
* Board Agenda Template
* Action Log
* Board Timetable

==Outputs==
* Agreed Agenda and Minutes

==Process==
Except where stated, the following steps are all undertaken by the Board Secretary
===2 Weeks Before the Meeting===
====Produce Skeleton Meeting Agenda====
# Create a new Agenda Document based on the Template
# Update the standard elements marked with "{BoardSecretary}", which will include:
#* Link to previous Minutes Document
#* Items from Board Timetable
#* Actions for each board member (held in the separate action log document. Google Docs can make this a bit fiddly to do)
# Amend access in Google Drive (via the SHARE option) so that each board member has EDITOR access to the document. Also give access for the Development Coordinator.

====Update the Event in the Board Calendar to Include a Link to the Agenda====
# The Board Calendar (in Groups.IO) has a recurring event for the board meetings, which includes a placeholder to put in a link to the agenda. As the Agenda now exists, you should update the specific board meeting event with a link to it (i.e. don't update all of the occurances - just the one for this meeting!)

====Create Skeleton Meeting Minutes====
# Create a new Minutes document (either from scratch, or based on previous minutes)
# Add in a link to the Agenda (see previous steps)
# Amend access in Google Drive (via the SHARE option) so that each board member has COMMENTOR access to the document

====Share Draft Agenda With the Board and FSC ====
# Via a message to the board and FSC discussion groups
#* You can base this on the [[Share Board Agenda Template]]

====Update the Freegle Wiki with Links to the Agenda====
# Update the relevant [[:Category:Freegle Board Minutes]] page with a link to the agenda

====Provide Reports and Updates on Actions====
'''Note:''' This step is undertaken by Board Members
# Update the Agenda as appropriate
#* Sections for each board member can be found by searching on their initials enclosed in "{}"

===1 Week Before the Meeting===
# Send a message on Freegle Central highlighting that the board meeting will take place, with the Zoom meeting link
#* Our volunteers can attend as observers

===At the Meeting===
====Remove Access to the Agendas====
# At the start of the meeting, it is good practice to remove EDITOR access to the agenda from the board members
#* This ensures that the agenda is fixed at the start of the meeting and everyone is reviewing the same document
#* However, this can cause problems as sometimes board members try to type updates during the meeting

====Take Minutes====
* Make sure you have clarity on any actions or decisions made - ask for clarity if you aren't sure
* Most meetings are held via video conference which can normally be recorded, allowing you to review the discussion later
* The Minutes have a section at the end detailing the duration and recording any financial decisions. Make sure you capture this information during the meeting

===Shortly After the Meeting===
====Update the Action Log====
# Add in any new actions, assigning appropriate identifiers (and putting that identifier into the minutes)
# Add in the closed date for any actions which were closed
#* Currently, closed actions aren't shown due to a FILTER in the column. You should update the filter to include this new closed date
# Update any actions with information provided in the agenda - members often type updates into the agenda which should be copied across (and summarised if appropriate)

====Issue the Minutes and Updated Action Log for Review====
# Via a message to the board discussion group, copied to the Finance Subcommittee (FSC)
#* You can base this on [[Share Board Minutes Template]]
#* It is helpful to also paste a copy of open actions and note any financial commitments in the message body

===Review and Provide Updates to the Minutes and Actions===
# Board members should review and provide any updates

===2 Weeks After the Meeting===
====Finalise the Draft Minutes and Publish to Central and the Wiki====
# Deal with any feedback received on the minutes and actions
# Remove COMMENTATOR access from the minutes document
# Post the final minutes in a message on Freegle Central
# Update the relevant [[:Category:Freegle Board Minutes]] page with a link to the minutes document and post on Freegle Central

Links:
*[[Rules]]
*[https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-%20mArW2mr%20EU/edit?usp=sharing Freegle Board Timetable]
*[https://drive.google.com/drive/folders/1W5e8IGRqRGT%207kb-opa6Lni-Sb5ObEFV?usp=drive%20link Board Agenda and Minutes folder]
*[[:Category:Freegle Board Minutes]]

[[category: Policies, Procedures, Remits]] [[Category:Freegle Board Meetings]]

Freegle Board Meetings and Minutes 2024

2024-11-26T09:54:39Z

NotNowCraig: Adding November Minutes + December Agenda

'''Board meeting dates for 2024'''

* 09 January 2024
Agenda document https://docs.google.com/document/d/1Z73hZhkffPrrAQeFnP41Qho-B-bT-SVTW2nEZgsVmrE/edit 
Minutes published to Central:https://discourse.ilovefreegle.org/t/board-minutes-for-january-2024-meeting/7167 
Minutes document: https://docs.google.com/document/d/15ftb8FVYppPossvQKXk0pJxzKL0R0fj-oK-VCGff-6M/edit?pli=1#heading=h.huzns6bcer1

* 15 February 2024
Agenda https://docs.google.com/document/d/1eN83REfiVbUVYaNmpssbCtEYFaVNefl4hIt7zDtuvac/edit 
Minutes published to Central: https://discourse.ilovefreegle.org/t/board-minutes-for-february-2024-meeting/7168 
Minutes document: https://docs.google.com/document/d/1gYvCXugyf53ecztwKFrKh8COrkypUvBDPIz49SjH9f8/edit#heading=h.huzns6bcer1

*5th March 2024
Agenda https://docs.google.com/document/d/1QdzzDWniuiyaSt6NCOCga6oYR1uWVjs2YDGmWtMBnwg/edit 
Minutes published to Central: https://discourse.ilovefreegle.org/t/board-minutes-for-march-2024-meeting/7215 
Minutes document: https://docs.google.com/document/d/1LtUZqZUMAbl-ODQAAXoEsLi97YahfD7Qji3Y3GfjLiM/edit#heading=h.huzns6bcer1

*10th April 2024
Agenda: https://docs.google.com/document/d/1KBD0AOPcy6lc992y99WjAHL7jdt8ENPfpcr8cXRSUtY/edit?usp=sharing 
Minutes document: https://docs.google.com/document/d/1LtUZqZUMAbl-ODQAAXoEsLi97YahfD7Qji3Y3GfjLiM/edit?usp=sharing 

*7th May 2024
Agenda: https://docs.google.com/document/d/1TVN-WOBJJJtg0S1b23-hPrMxYgsLLzgcEzO9cnrZ0YI/edit#heading=h.24nu9vuc1f82 
Summary of Minutes published to Central: https://discourse.ilovefreegle.org/t/board-minutes-for-may-meeting/7503 
Minutes document: https://docs.google.com/document/d/1es9vGyIYY6O_ZgpbJKAQFODgTg11dJ6J6oLx39N3Hzo/edit#heading=h.huzns6bcer1es

*4th June 2024
Face to face meeting, focusing on strategy. Not a formal minuted meeting.

*2nd July 2024
Agenda: https://docs.google.com/document/d/1idmBOnXtNJFXMFmwknxIVA5vClaxvqfi6Fl-VtK5Gzs/edit?usp=sharing 
Summary of Minutes published to Central: https://discourse.ilovefreegle.org/t/summary-board-minutes-from-july-2024-board-meeting/7672 
Minutes document: https://docs.google.com/document/d/1Db_6SaMHrImF25LYlTx2PBa8e30F5vIDjsJXPIhAnWk/edit?usp=sharing

*6th August 2024
Agenda: https://docs.google.com/document/d/1sVlBsstUKf4rgEzWqO7YA-NDCXlco-32aYGTg-QQbRg/edit?usp=sharing 
Summary of Minutes published to Central: https://discourse.ilovefreegle.org/t/freegle-board-meeting-6th-august-2024-minutes-summary/7754 
Minutes document: https://docs.google.com/document/d/1GRf4me4IqDqvr8GV3yPtefcdRNmYe4c9Q31dFfrcN8s/edit?usp=sharing

*3rd September 2024 - meeting cancelled

*5th October 2024
Agenda: https://docs.google.com/document/d/13RSDe8BxI3IDuJfYg7ypb2fpsHSeaNxTh8B2B5FfOl0/edit?usp=sharing 
Summary of Minutes published to Central: https://discourse.ilovefreegle.org/t/draft-minutes-for-october-freegle-board-meeting/8011 
Minutes document: https://docs.google.com/document/d/1UNkc148jG6QB_QjAdBv6VFrrqdmtL8VbAaRUlMmAcF0/edit?usp=sharing

*5th November 2024
Agenda: https://docs.google.com/document/d/1wIDmZAEZKySYXCmkocDcZ34ijTkgFEVK-uY-jpvsgs8/edit?usp=drive_link 
Summary of Minutes published to Central: https://discourse.ilovefreegle.org/t/draft-board-minutes-for-5th-november-2024/8086 
Minutes document: https://docs.google.com/document/d/1KEQ7QyhoPdU2qNw3IyNjHN1eS9RbLPGXB67KqIER3Os/edit?usp=sharing

*11th December 2024
Agenda: https://docs.google.com/document/d/1B_Z2KJzf0Q2FUyrYVMcc5es2vdHgvHEPozAq6NwX_pg/edit?usp=drive_link 

These are set in the calendar and can be changed if circumstances arise.

All board meetings start at 1830hrs.

Links: [[Freegle Board Meetings and Minutes 2023]]

[[category:Freegle Board Minutes]]

Freegle Board Meetings and Minutes 2024

2024-11-06T18:59:44Z

NotNowCraig: Changing date of December meeting

'''Board meeting dates for 2024'''

* 09 January 2024
Agenda document https://docs.google.com/document/d/1Z73hZhkffPrrAQeFnP41Qho-B-bT-SVTW2nEZgsVmrE/edit 
Minutes published to Central:https://discourse.ilovefreegle.org/t/board-minutes-for-january-2024-meeting/7167 
Minutes document: https://docs.google.com/document/d/15ftb8FVYppPossvQKXk0pJxzKL0R0fj-oK-VCGff-6M/edit?pli=1#heading=h.huzns6bcer1

* 15 February 2024
Agenda https://docs.google.com/document/d/1eN83REfiVbUVYaNmpssbCtEYFaVNefl4hIt7zDtuvac/edit 
Minutes published to Central: https://discourse.ilovefreegle.org/t/board-minutes-for-february-2024-meeting/7168 
Minutes document: https://docs.google.com/document/d/1gYvCXugyf53ecztwKFrKh8COrkypUvBDPIz49SjH9f8/edit#heading=h.huzns6bcer1

*5th March 2024
Agenda https://docs.google.com/document/d/1QdzzDWniuiyaSt6NCOCga6oYR1uWVjs2YDGmWtMBnwg/edit 
Minutes published to Central: https://discourse.ilovefreegle.org/t/board-minutes-for-march-2024-meeting/7215 
Minutes document: https://docs.google.com/document/d/1LtUZqZUMAbl-ODQAAXoEsLi97YahfD7Qji3Y3GfjLiM/edit#heading=h.huzns6bcer1

*10th April 2024
Agenda: https://docs.google.com/document/d/1KBD0AOPcy6lc992y99WjAHL7jdt8ENPfpcr8cXRSUtY/edit?usp=sharing 
Minutes document: https://docs.google.com/document/d/1LtUZqZUMAbl-ODQAAXoEsLi97YahfD7Qji3Y3GfjLiM/edit?usp=sharing 

*7th May 2024
Agenda: https://docs.google.com/document/d/1TVN-WOBJJJtg0S1b23-hPrMxYgsLLzgcEzO9cnrZ0YI/edit#heading=h.24nu9vuc1f82 
Summary of Minutes published to Central: https://discourse.ilovefreegle.org/t/board-minutes-for-may-meeting/7503 
Minutes document: https://docs.google.com/document/d/1es9vGyIYY6O_ZgpbJKAQFODgTg11dJ6J6oLx39N3Hzo/edit#heading=h.huzns6bcer1es

*4th June 2024
Face to face meeting, focusing on strategy. Not a formal minuted meeting.

*2nd July 2024
Agenda: https://docs.google.com/document/d/1idmBOnXtNJFXMFmwknxIVA5vClaxvqfi6Fl-VtK5Gzs/edit?usp=sharing 
Summary of Minutes published to Central: https://discourse.ilovefreegle.org/t/summary-board-minutes-from-july-2024-board-meeting/7672 
Minutes document: https://docs.google.com/document/d/1Db_6SaMHrImF25LYlTx2PBa8e30F5vIDjsJXPIhAnWk/edit?usp=sharing

*6th August 2024
Agenda: https://docs.google.com/document/d/1sVlBsstUKf4rgEzWqO7YA-NDCXlco-32aYGTg-QQbRg/edit?usp=sharing 
Summary of Minutes published to Central: https://discourse.ilovefreegle.org/t/freegle-board-meeting-6th-august-2024-minutes-summary/7754 
Minutes document: https://docs.google.com/document/d/1GRf4me4IqDqvr8GV3yPtefcdRNmYe4c9Q31dFfrcN8s/edit?usp=sharing

*3rd September 2024 - meeting cancelled

*5th October 2024
Agenda: https://docs.google.com/document/d/13RSDe8BxI3IDuJfYg7ypb2fpsHSeaNxTh8B2B5FfOl0/edit?usp=sharing 
Summary of Minutes published to Central: https://discourse.ilovefreegle.org/t/draft-minutes-for-october-freegle-board-meeting/8011 
Minutes document: https://docs.google.com/document/d/1UNkc148jG6QB_QjAdBv6VFrrqdmtL8VbAaRUlMmAcF0/edit?usp=sharing

*5th November 2024
Agenda: https://docs.google.com/document/d/1wIDmZAEZKySYXCmkocDcZ34ijTkgFEVK-uY-jpvsgs8/edit?usp=drive_link 

*4th December 2024

These are set in the calendar and can be changed if circumstances arise.

All board meetings start at 1830hrs.

Links: [[Freegle Board Meetings and Minutes 2023]]

[[category:Freegle Board Minutes]]

Board Agenda and Minutes Procedure

2024-11-04T19:53:44Z

NotNowCraig: Added a step to update the board meeting event with a link to the agenda

This procedure was agreed by the Board at their meeting of 5th November 2024

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

==Triggers==
Board meetings are held on a scheduled basis (normally once per month). The dates for the following year's meetings are normally agreed at the December board meeting. 
Currently, they are normally held on the first Tuesday of a month at 6:30pm. They are normally held via Zoom video conference.

==Responsibilities==
The [[Board Secretary]] is responsible for producing the overall Agenda and Minutes 
Board Members are responsible for providing updates on their actions and any relevant reports and suggesting amendments to the minutes

==Inputs==
* Previous Board Meeting Minutes
* Board Agenda Template
* Action Log
* Board Timetable

==Outputs==
* Agreed Agenda and Minutes

==Process==
Except where stated, the following steps are all undertaken by the Board Secretary
===2 Weeks Before the Meeting===
====Produce Skeleton Meeting Agenda====
# Create a new Agenda Document based on the Template
# Update the standard elements marked with "{BoardSecretary}", which will include:
#* Link to previous Minutes Document
#* Items from Board Timetable
#* Actions for each board member (held in the separate action log document. Google Docs can make this a bit fiddly to do)
# Amend access so that each board member has EDITOR access to the document

====Update the Event in the Board Calendar to Include a Link to the Agenda====
# The Board Calendar has a recurring event for the board meetings, which includes a placeholder to put in a link to the agenda. As the Agenda now exists, you should update the specific board meeting event with a link to it (i.e. don't update all of the occurances - just the one for this meeting!)

====Create Skeleton Meeting Minutes====
# Create a new Minutes document (either from scratch, or based on previous minutes)
# Add in a link to the Agenda (see previous steps)
# Amend access so that each board member has COMMENTATOR access to the document

====Share Draft Agenda With the Board and FSC ====
# Via a message to the board and FSC discussion groups
#* You can base this on the [[Share Board Agenda Template]]

====Update the Freegle Wiki with Links to the Agenda====
# Update the relevant [[:Category:Freegle Board Minutes]] page with a link to the agenda

====Provide Reports and Updates on Actions====
'''Note:''' This step is undertaken by Board Members
# Update the Agenda as appropriate
#* Sections for each board member can be found by searching on their initials enclosed in "{}"

===1 Week Before the Meeting===
# Send a message on Freegle Central highlighting that the board meeting will take place
#* Our volunteers can attend as observers

===At the Meeting===
====Remove Access to the Agendas====
# At the start of the meeting, it is good practice to remove EDITOR access to the agenda from the board members
#* This ensures that the agenda is fixed at the start of the meeting and everyone is reviewing the same document
#* However, this can cause problems as sometimes board members try to type updates during the meeting

====Take Minutes====
* Make sure you have clarity on any actions or decisions made - ask for clarity if you aren't sure
* Most meetings are held via video conference which can normally be recorded, allowing you to review the discussion later
* The Minutes have a section at the end detailing the duration and recording any financial decisions. Make sure you capture this information during the meeting

===Shortly After the Meeting===
====Update the Action Log====
# Add in any new actions, assigning appropriate identifiers (and putting that identifier into the minutes)
# Add in the closed date for any actions which were closed
#* Currently, closed actions aren't show due to a FILTER in the column. You should update the filter to include this new closed date
# Update any actions with information provided in the agenda - members often type updates into the agenda which should be copied across (and summarised if appropriate)

====Issue the Minutes and Updated Action Log for Review====
# Via a message to the board discussion group, copied to the Finance Subcommittee (FSC)
#* You can base this on [[Share Board Minutes Template]]
#* It is helpful to also paste a copy of open actions and note any financial commitments in the message body

===Review and Provide Updates to the Minutes and Actions===
# Board members should review and provide any updates

===2 Weeks After the Meeting===
====Update the Action Log====
# Deal with any feedback received on the minutes and actions
# Remove COMMENTATOR access from the minutes document
# Post the final minutes in a message on Freegle Central
# Update the relevant [[:Category:Freegle Board Minutes]] page with a link to the minutes document and post on Freegle Central

Links:
*[[Rules]]
*[https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-%20mArW2mr%20EU/edit?usp=sharing Freegle Board Timetable]
*[https://drive.google.com/drive/folders/1W5e8IGRqRGT%207kb-opa6Lni-Sb5ObEFV?usp=drive%20link Board Agenda and Minutes folder]
*[[:Category:Freegle Board Minutes]]

[[category: Policies, Procedures, Remits]] [[Category:Freegle Board Meetings]]

Board Agenda and Minutes Procedure

2024-10-31T10:53:02Z

NotNowCraig: Link to template

This procedure was agreed by the Board at their meeting of 5th November 2024

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

==Triggers==
Board meetings are held on a scheduled basis (normally once per month). The dates for the following year's meetings are normally agreed at the December board meeting. 
Currently, they are normally held on the first Tuesday of a month at 6:30pm. They are normally held via Zoom video conference.

==Responsibilities==
The [[Board Secretary]] is responsible for producing the overall Agenda and Minutes 
Board Members are responsible for providing updates on their actions and any relevant reports and suggesting amendments to the minutes

==Inputs==
* Previous Board Meeting Minutes
* Board Agenda Template
* Action Log
* Board Timetable

==Outputs==
* Agreed Agenda and Minutes

==Process==
Except where stated, the following steps are all undertaken by the Board Secretary
===2 Weeks Before the Meeting===
====Produce Skeleton Meeting Agenda====
# Create a new Agenda Document based on the Template
# Update the standard elements marked with "{BoardSecretary}", which will include:
#* Link to previous Minutes Document
#* Items from Board Timetable
#* Actions for each board member (held in the separate action log document. Google Docs can make this a bit fiddly to do)
# Amend access so that each board member has EDITOR access to the document

====Create Skeleton Meeting Minutes====
# Create a new Minutes document (either from scratch, or based on previous minutes)
# Add in a link to the Agenda (see previous steps)
# Amend access so that each board member has COMMENTATOR access to the document

====Share Draft Agenda With the Board and FSC ====
# Via a message to the board and FSC discussion groups
#* You can base this on the [[Share Board Agenda Template]]

====Update the Freegle Wiki with Links to the Agenda====
# Update the relevant [[:Category:Freegle Board Minutes]] page with a link to the agenda

====Provide Reports and Updates on Actions====
'''Note:''' This step is undertaken by Board Members
# Update the Agenda as appropriate
#* Sections for each board member can be found by searching on their initials enclosed in "{}"

===1 Week Before the Meeting===
# Send a message on Freegle Central highlighting that the board meeting will take place
#* Our volunteers can attend as observers

===At the Meeting===
====Remove Access to the Agendas====
# At the start of the meeting, it is good practice to remove EDITOR access to the agenda from the board members
#* This ensures that the agenda is fixed at the start of the meeting and everyone is reviewing the same document
#* However, this can cause problems as sometimes board members try to type updates during the meeting

====Take Minutes====
* Make sure you have clarity on any actions or decisions made - ask for clarity if you aren't sure
* Most meetings are held via video conference which can normally be recorded, allowing you to review the discussion later
* The Minutes have a section at the end detailing the duration and recording any financial decisions. Make sure you capture this information during the meeting

===Shortly After the Meeting===
====Update the Action Log====
# Add in any new actions, assigning appropriate identifiers (and putting that identifier into the minutes)
# Add in the closed date for any actions which were closed
#* Currently, closed actions aren't show due to a FILTER in the column. You should update the filter to include this new closed date
# Update any actions with information provided in the agenda - members often type updates into the agenda which should be copied across (and summarised if appropriate)

====Issue the Minutes and Updated Action Log for Review====
# Via a message to the board discussion group, copied to the Finance Subcommittee (FSC)
#* You can base this on [[Share Board Minutes Template]]
#* It is helpful to also paste a copy of open actions and note any financial commitments in the message body

===Review and Provide Updates to the Minutes and Actions===
# Board members should review and provide any updates

===2 Weeks After the Meeting===
====Update the Action Log====
# Deal with any feedback received on the minutes and actions
# Remove COMMENTATOR access from the minutes document
# Post the final minutes in a message on Freegle Central
# Update the relevant [[:Category:Freegle Board Minutes]] page with a link to the minutes document and post on Freegle Central

Links:
*[[Rules]]
*[https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-%20mArW2mr%20EU/edit?usp=sharing Freegle Board Timetable]
*[https://drive.google.com/drive/folders/1W5e8IGRqRGT%207kb-opa6Lni-Sb5ObEFV?usp=drive%20link Board Agenda and Minutes folder]
*[[:Category:Freegle Board Minutes]]

[[category: Policies, Procedures, Remits]] [[Category:Freegle Board Meetings]]

Share Board Minutes Template

2024-10-31T10:51:51Z

NotNowCraig: Created page with "This is a suggested email message to send when sharing the draft board Minutes The email is normally sent to the Freegle Board Discussion Group and Finance Subcomittee Discussion Group ahead of a board meeting ---- Hello, Draft minutes for the ''{insert date}'' meeting are here. You should all be able to comment. I’ve also updated the action log ''{insert link}'' and as usual, there’s a copy of the open actions below, sorted by person. We made the followi..."

This is a suggested email message to send when sharing the draft board Minutes

The email is normally sent to the Freegle Board Discussion Group and Finance Subcomittee Discussion Group ahead of a board meeting

----

Hello,

Draft minutes for the ''{insert date}'' meeting are here.

You should all be able to comment.

I’ve also updated the action log ''{insert link}'' and as usual, there’s a copy of the open actions below, sorted by person.

We made the following financial commitment(s): 
''{copy from muinutes}''

As ever, any comments gratefully received.

Regards, ''{insert Secretary Name}''

''{Insert table of open actions taken from action log}''

Board Agenda and Minutes Procedure

2024-10-31T10:48:24Z

NotNowCraig:

This procedure was agreed by the Board at their meeting of 5th November 2024

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

==Triggers==
Board meetings are held on a scheduled basis (normally once per month). The dates for the following year's meetings are normally agreed at the December board meeting. 
Currently, they are normally held on the first Tuesday of a month at 6:30pm. They are normally held via Zoom video conference.

==Responsibilities==
The [[Board Secretary]] is responsible for producing the overall Agenda and Minutes 
Board Members are responsible for providing updates on their actions and any relevant reports and suggesting amendments to the minutes

==Inputs==
* Previous Board Meeting Minutes
* Board Agenda Template
* Action Log
* Board Timetable

==Outputs==
* Agreed Agenda and Minutes

==Process==
Except where stated, the following steps are all undertaken by the Board Secretary
===2 Weeks Before the Meeting===
====Produce Skeleton Meeting Agenda====
# Create a new Agenda Document based on the Template
# Update the standard elements marked with "{BoardSecretary}", which will include:
#* Link to previous Minutes Document
#* Items from Board Timetable
#* Actions for each board member (held in the separate action log document. Google Docs can make this a bit fiddly to do)
# Amend access so that each board member has EDITOR access to the document

====Create Skeleton Meeting Minutes====
# Create a new Minutes document (either from scratch, or based on previous minutes)
# Add in a link to the Agenda (see previous steps)
# Amend access so that each board member has COMMENTATOR access to the document

====Share Draft Agenda With the Board and FSC ====
# Via a message to the board and FSC discussion groups
#* You can base this on the [[Share Board Agenda Template]]

====Update the Freegle Wiki with Links to the Agenda====
# Update the relevant [[:Category:Freegle Board Minutes]] page with a link to the agenda

====Provide Reports and Updates on Actions====
'''Note:''' This step is undertaken by Board Members
# Update the Agenda as appropriate
#* Sections for each board member can be found by searching on their initials enclosed in "{}"

===1 Week Before the Meeting===
# Send a message on Freegle Central highlighting that the board meeting will take place
#* Our volunteers can attend as observers

===At the Meeting===
====Remove Access to the Agendas====
# At the start of the meeting, it is good practice to remove EDITOR access to the agenda from the board members
#* This ensures that the agenda is fixed at the start of the meeting and everyone is reviewing the same document
#* However, this can cause problems as sometimes board members try to type updates during the meeting

====Take Minutes====
* Make sure you have clarity on any actions or decisions made - ask for clarity if you aren't sure
* Most meetings are held via video conference which can normally be recorded, allowing you to review the discussion later
* The Minutes have a section at the end detailing the duration and recording any financial decisions. Make sure you capture this information during the meeting

===Shortly After the Meeting===
====Update the Action Log====
# Add in any new actions, assigning appropriate identifiers (and putting that identifier into the minutes)
# Add in the closed date for any actions which were closed
#* Currently, closed actions aren't show due to a FILTER in the column. You should update the filter to include this new closed date
# Update any actions with information provided in the agenda - members often type updates into the agenda which should be copied across (and summarised if appropriate)

====Issue the Minutes and Updated Action Log for Review====
# Via a message to the board discussion group, copied to the Finance Subcommittee (FSC)
#* Sample Email can be found here
#* It is helpful to also paste a copy of open actions and note any financial commitments in the message body

===Review and Provide Updates to the Minutes and Actions===
# Board members should review and provide any updates

===2 Weeks After the Meeting===
====Update the Action Log====
# Deal with any feedback received on the minutes and actions
# Remove COMMENTATOR access from the minutes document
# Post the final minutes in a message on Freegle Central
# Update the relevant [[:Category:Freegle Board Minutes]] page with a link to the minutes document and post on Freegle Central

Links:
*[[Rules]]
*[https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-%20mArW2mr%20EU/edit?usp=sharing Freegle Board Timetable]
*[https://drive.google.com/drive/folders/1W5e8IGRqRGT%207kb-opa6Lni-Sb5ObEFV?usp=drive%20link Board Agenda and Minutes folder]
*[[:Category:Freegle Board Minutes]]

[[category: Policies, Procedures, Remits]] [[Category:Freegle Board Meetings]]

Board Agenda and Minutes Procedure

2024-10-31T10:47:55Z

NotNowCraig:

This procedure was agreed by the Board at their meeting of 5th November 2024

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

==Triggers==
Board meetings are held on a scheduled basis (normally once per month). The dates for the following year's meetings are normally agreed at the December board meeting. 
Currently, they are normally held on the first Tuesday of a month at 6:30pm. They are normally held via Zoom video conference.

==Responsibilities==
The [[Board Secretary]] is responsible for producing the overall Agenda and Minutes 
Board Members are responsible for providing updates on their actions and any relevant reports and suggesting amendments to the minutes

==Inputs==
* Previous Board Meeting Minutes
* Board Agenda Template
* Action Log
* Board Timetable

==Outputs==
* Agreed Agenda and Minutes

==Process==
Except where stated, the following steps are all undertaken by the Board Secretary
===2 Weeks Before the Meeting===
====Produce Skeleton Meeting Agenda====
# Create a new Agenda Document based on the Template
# Update the standard elements marked with "{BoardSecretary}", which will include:
#* Link to previous Minutes Document
#* Items from Board Timetable
#* Actions for each board member (held in the separate action log document. Google Docs can make this a bit fiddly to do)
# Amend access so that each board member has EDITOR access to the document

====Create Skeleton Meeting Minutes====
# Create a new Minutes document (either from scratch, or based on previous minutes)
# Add in a link to the Agenda (see previous steps)
# Amend access so that each board member has COMMENTATOR access to the document

====Share Draft Agenda With the Board====
# Via a message to the board discussion group
#* You can base this on the [[Share Board Agenda Template]]

====Update the Freegle Wiki with Links to the Agenda====
# Update the relevant [[:Category:Freegle Board Minutes]] page with a link to the agenda

====Provide Reports and Updates on Actions====
'''Note:''' This step is undertaken by Board Members
# Update the Agenda as appropriate
#* Sections for each board member can be found by searching on their initials enclosed in "{}"

===1 Week Before the Meeting===
# Send a message on Freegle Central highlighting that the board meeting will take place
#* Our volunteers can attend as observers

===At the Meeting===
====Remove Access to the Agendas====
# At the start of the meeting, it is good practice to remove EDITOR access to the agenda from the board members
#* This ensures that the agenda is fixed at the start of the meeting and everyone is reviewing the same document
#* However, this can cause problems as sometimes board members try to type updates during the meeting

====Take Minutes====
* Make sure you have clarity on any actions or decisions made - ask for clarity if you aren't sure
* Most meetings are held via video conference which can normally be recorded, allowing you to review the discussion later
* The Minutes have a section at the end detailing the duration and recording any financial decisions. Make sure you capture this information during the meeting

===Shortly After the Meeting===
====Update the Action Log====
# Add in any new actions, assigning appropriate identifiers (and putting that identifier into the minutes)
# Add in the closed date for any actions which were closed
#* Currently, closed actions aren't show due to a FILTER in the column. You should update the filter to include this new closed date
# Update any actions with information provided in the agenda - members often type updates into the agenda which should be copied across (and summarised if appropriate)

====Issue the Minutes and Updated Action Log for Review====
# Via a message to the board discussion group, copied to the Finance Subcommittee (FSC)
#* Sample Email can be found here
#* It is helpful to also paste a copy of open actions and note any financial commitments in the message body

===Review and Provide Updates to the Minutes and Actions===
# Board members should review and provide any updates

===2 Weeks After the Meeting===
====Update the Action Log====
# Deal with any feedback received on the minutes and actions
# Remove COMMENTATOR access from the minutes document
# Post the final minutes in a message on Freegle Central
# Update the relevant [[:Category:Freegle Board Minutes]] page with a link to the minutes document and post on Freegle Central

Links:
*[[Rules]]
*[https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-%20mArW2mr%20EU/edit?usp=sharing Freegle Board Timetable]
*[https://drive.google.com/drive/folders/1W5e8IGRqRGT%207kb-opa6Lni-Sb5ObEFV?usp=drive%20link Board Agenda and Minutes folder]
*[[:Category:Freegle Board Minutes]]

[[category: Policies, Procedures, Remits]] [[Category:Freegle Board Meetings]]

Share Board Agenda Template

2024-10-31T10:47:10Z

NotNowCraig: Created page with "This is a suggested email message to send when sharing the draft board agenda: The email is normally sent to the Freegle Board Discussion Group and Finance Subcomittee Discussion Group ahead of a board meeting ---- Hello, You’ll find a draft agenda for our next board meeting here: ''{insert link}'' You should have edit access. If not, let me know and I’ll fix it. Every board member has their own section where they can document things they’d like to raise..."

This is a suggested email message to send when sharing the draft board agenda:

The email is normally sent to the Freegle Board Discussion Group and Finance Subcomittee Discussion Group ahead of a board meeting

----

Hello,

You’ll find a draft agenda for our next board meeting here: ''{insert link}''

You should have edit access. If not, let me know and I’ll fix it.

Every board member has their own section where they can document things they’d like to raise or discuss (search for your initials/name in the highlighted text)

Below is a list of the open actions, sorted by person/owner.

Finally, the minutes will be written up here: ''{insert link}''

Regards, ''{insert Secretary Name}''

''{Insert table of open actions taken from action log}''

Board Meeting Procedure

2024-10-31T10:37:57Z

NotNowCraig: Removed much of the procedure done by the scretary, as that's now on a seperate page. Restructed the rest to try to make it read better.

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

A detailed process breakdown of how to manage the Agenda and Minutes can be found in [[Board Agenda and Minutes Procedure]]. 
This page covers items that fall outside of that process

==Documents==
For each meeting a Google doc is prepared for

*Agenda
*Minutes

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

==Before the Meeting==
An Agenda is produced and shared ahead of the meeting
A notice should be sent to Freegle Central highlighting that the meeting is taking place

==Running the Meeting==
*Meetings are usually held via video conferencing software such as Skype or Zoom
*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
*[[Conflicts of Interest Procedure|Conflicts of interest]] are dealt with in accordance with the agreed procedure.
*Previous Minuets are agreed at the meeting

==Decision Making==
===Decisions Made at the Board Meeting===
*Meeting Polls are conducted via a show of hands

===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.

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 the Board Meeting==
*Minutes are produced and issued for review/comment
*When agreed, they are published to volunteers and added to Freegle Central/this wiki

==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

==Board Meeting Records==
Transcript, Agenda, Minutes and Notes are filed in google drive.

Links:
*[[Board Role and Remit]]
*[[Board Standing Agenda]]
*[[Board Agenda and Minutes Procedure]]
*[[Conflicts of Interest Procedure]]
*[[Board Meeting Timetable]]
*[[Rules]]
*[[Glossary]]
*[[Document Approval Policy]]

[[category: Policies, Procedures, Remits]] [[Category:Freegle Board Meetings]]

Board Agenda and Minutes Procedure

2024-10-31T10:30:48Z

NotNowCraig:

This procedure was agreed by the Board at their meeting of 5th November 2024

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

==Triggers==
Board meetings are held on a scheduled basis (normally once per month). The dates for the following year's meetings are normally agreed at the December board meeting. 
Currently, they are normally held on the first Tuesday of a month at 6:30pm. They are normally held via Zoom video conference.

==Responsibilities==
The [[Board Secretary]] is responsible for producing the overall Agenda and Minutes 
Board Members are responsible for providing updates on their actions and any relevant reports and suggesting amendments to the minutes

==Inputs==
* Previous Board Meeting Minutes
* Board Agenda Template
* Action Log
* Board Timetable

==Outputs==
* Agreed Agenda and Minutes

==Process==
Except where stated, the following steps are all undertaken by the Board Secretary
===2 Weeks Before the Meeting===
====Produce Skeleton Meeting Agenda====
# Create a new Agenda Document based on the Template
# Update the standard elements marked with "{BoardSecretary}", which will include:
#* Link to previous Minutes Document
#* Items from Board Timetable
#* Actions for each board member (held in the separate action log document. Google Docs can make this a bit fiddly to do)
# Amend access so that each board member has EDITOR access to the document

====Create Skeleton Meeting Minutes====
# Create a new Minutes document (either from scratch, or based on previous minutes)
# Add in a link to the Agenda (see previous steps)
# Amend access so that each board member has COMMENTATOR access to the document

====Share Draft Agenda With the Board====
# Via a message to the board discussion group
#* A standard email template is here

====Update the Freegle Wiki with Links to the Agenda====
# Update the relevant [[:Category:Freegle Board Minutes]] page with a link to the agenda

====Provide Reports and Updates on Actions====
'''Note:''' This step is undertaken by Board Members
# Update the Agenda as appropriate
#* Sections for each board member can be found by searching on their initials enclosed in "{}"

===1 Week Before the Meeting===
# Send a message on Freegle Central highlighting that the board meeting will take place
#* Our volunteers can attend as observers

===At the Meeting===
====Remove Access to the Agendas====
# At the start of the meeting, it is good practice to remove EDITOR access to the agenda from the board members
#* This ensures that the agenda is fixed at the start of the meeting and everyone is reviewing the same document
#* However, this can cause problems as sometimes board members try to type updates during the meeting

====Take Minutes====
* Make sure you have clarity on any actions or decisions made - ask for clarity if you aren't sure
* Most meetings are held via video conference which can normally be recorded, allowing you to review the discussion later
* The Minutes have a section at the end detailing the duration and recording any financial decisions. Make sure you capture this information during the meeting

===Shortly After the Meeting===
====Update the Action Log====
# Add in any new actions, assigning appropriate identifiers (and putting that identifier into the minutes)
# Add in the closed date for any actions which were closed
#* Currently, closed actions aren't show due to a FILTER in the column. You should update the filter to include this new closed date
# Update any actions with information provided in the agenda - members often type updates into the agenda which should be copied across (and summarised if appropriate)

====Issue the Minutes and Updated Action Log for Review====
# Via a message to the board discussion group, copied to the Finance Subcommittee (FSC)
#* Sample Email can be found here
#* It is helpful to also paste a copy of open actions and note any financial commitments in the message body

===Review and Provide Updates to the Minutes and Actions===
# Board members should review and provide any updates

===2 Weeks After the Meeting===
====Update the Action Log====
# Deal with any feedback received on the minutes and actions
# Remove COMMENTATOR access from the minutes document
# Post the final minutes in a message on Freegle Central
# Update the relevant [[:Category:Freegle Board Minutes]] page with a link to the minutes document and post on Freegle Central

Links:
*[[Rules]]
*[https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-%20mArW2mr%20EU/edit?usp=sharing Freegle Board Timetable]
*[https://drive.google.com/drive/folders/1W5e8IGRqRGT%207kb-opa6Lni-Sb5ObEFV?usp=drive%20link Board Agenda and Minutes folder]
*[[:Category:Freegle Board Minutes]]

[[category: Policies, Procedures, Remits]] [[Category:Freegle Board Meetings]]

Board Agenda and Minutes Procedure

2024-10-31T10:26:49Z

NotNowCraig: Fixing Category Page Link

This procedure was agreed by the Board at their meeting of 5th November 2024

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

==Triggers==
Board meetings are held on a scheduled basis (normally once per month). The dates for the following year's meetings are normally agreed at the December board meeting. 
Currently, they are normally held on the first Tuesday of a month at 6:30pm. They are normally held via Zoom video conference.

==Responsibilities==
The [[Board Secretary]] is responsible for producing the overall Agenda and Minutes 
Board Members are responsible for providing updates on their actions and any relevant reports and suggesting amendments to the minutes

==Inputs==
* Previous Board Meeting Minutes
* Board Agenda Template
* Action Log
* Board Timetable

==Outputs==
* Agreed Agenda and Minutes

==Process==
Except where stated, the following steps are all undertaken by the Board Secretary
===2 Weeks Before the Meeting===
====Produce Skeleton Meeting Agenda====
# Create a new Agenda Document based on the Template
# Update the standard elements marked with "{BoardSecretary}", which will include:
#* Link to previous Minutes Document
#* Items from Board Timetable
#* Actions for each board member (held in the separate action log document. Google Docs can make this a bit fiddly to do)
# Amend access so that each board member has EDITOR access to the document

====Create Skeleton Meeting Minutes====
# Create a new Minutes document (either from scratch, or based on previous minutes)
# Add in a link to the Agenda (see previous steps)
# Amend access so that each board member has COMMENTATOR access to the document

====Share Draft Agenda With the Board====
# Via a message to the board discussion group
#* A standard email template is here

====Update the Freegle Wiki with Links to the Agenda====
# Update the relevant [[:Category:Freegle Board Minutes]] page with a link to the agenda

====Provide Reports and Updates on Actions====
'''Note:''' This step is undertaken by Board Members
# Update the Agenda as appropriate
#* Sections for each board member can be found by searching on their initials enclosed in "{}"

===At the Meeting===
====Remove Access to the Agendas====
# At the start of the meeting, it is good practice to remove EDITOR access to the agenda from the board members
#* This ensures that the agenda is fixed at the start of the meeting and everyone is reviewing the same document
#* However, this can cause problems as sometimes board members try to type updates during the meeting

====Take Minutes====
* Make sure you have clarity on any actions or decisions made - ask for clarity if you aren't sure
* Most meetings are held via video conference which can normally be recorded, allowing you to review the discussion later
* The Minutes have a section at the end detailing the duration and recording any financial decisions. Make sure you capture this information during the meeting

===Shortly After the Meeting===
====Update the Action Log====
# Add in any new actions, assigning appropriate identifiers (and putting that identifier into the minutes)
# Add in the closed date for any actions which were closed
#* Currently, closed actions aren't show due to a FILTER in the column. You should update the filter to include this new closed date
# Update any actions with information provided in the agenda - members often type updates into the agenda which should be copied across (and summarised if appropriate)

====Issue the Minutes and Updated Action Log for Review====
# Via a message to the board discussion group, copied to the Finance Subcommittee (FSC)
#* Sample Email can be found here
#* It is helpful to also paste a copy of open actions and note any financial commitments in the message body

===Review and Provide Updates to the Minutes and Actions===
# Board members should review and provide any updates

===2 Weeks After the Meeting===
====Update the Action Log====
# Deal with any feedback received on the minutes and actions
# Remove COMMENTATOR access from the minutes document
# Post the final minutes in a message on Freegle Central
# Update the relevant [[:Category:Freegle Board Minutes]] page with a link to the minutes document and post on Freegle Central

Links:
*[[Rules]]
*[https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-%20mArW2mr%20EU/edit?usp=sharing Freegle Board Timetable]
*[https://drive.google.com/drive/folders/1W5e8IGRqRGT%207kb-opa6Lni-Sb5ObEFV?usp=drive%20link Board Agenda and Minutes folder]
*[[:Category:Freegle Board Minutes]]

[[category: Policies, Procedures, Remits]] [[Category:Freegle Board Meetings]]

Board Agenda and Minutes Procedure

2024-10-31T10:23:51Z

NotNowCraig: Created detailed process. Duplicates some of the Board_Meeting_Procedure page - I will remove it from there and link to here

This procedure was agreed by the Board at their meeting of 5th November 2024

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

==Triggers==
Board meetings are held on a scheduled basis (normally once per month). The dates for the following year's meetings are normally agreed at the December board meeting. 
Currently, they are normally held on the first Tuesday of a month at 6:30pm. They are normally held via Zoom video conference.

==Responsibilities==
The [[Board Secretary]] is responsible for producing the overall Agenda and Minutes 
Board Members are responsible for providing updates on their actions and any relevant reports and suggesting amendments to the minutes

==Inputs==
* Previous Board Meeting Minutes
* Board Agenda Template
* Action Log
* Board Timetable

==Outputs==
* Agreed Agenda and Minutes

==Process==
Except where stated, the following steps are all undertaken by the Board Secretary
===2 Weeks Before the Meeting===
====Produce Skeleton Meeting Agenda====
# Create a new Agenda Document based on the Template
# Update the standard elements marked with "{BoardSecretary}", which will include:
#* Link to previous Minutes Document
#* Items from Board Timetable
#* Actions for each board member (held in the separate action log document. Google Docs can make this a bit fiddly to do)
# Amend access so that each board member has EDITOR access to the document

====Create Skeleton Meeting Minutes====
# Create a new Minutes document (either from scratch, or based on previous minutes)
# Add in a link to the Agenda (see previous steps)
# Amend access so that each board member has COMMENTATOR access to the document

====Share Draft Agenda With the Board====
# Via a message to the board discussion group
#* A standard email template is here

====Update the Freegle Wiki with Links to the Agenda====
# Update the relevant [[Category:Freegle Board Minutes]] page with a link to the agenda

====Provide Reports and Updates on Actions====
'''Note:''' This step is undertaken by Board Members
# Update the Agenda as appropriate
#* Sections for each board member can be found by searching on their initials enclosed in "{}"

===At the Meeting===
====Remove Access to the Agendas====
# At the start of the meeting, it is good practice to remove EDITOR access to the agenda from the board members
#* This ensures that the agenda is fixed at the start of the meeting and everyone is reviewing the same document
#* However, this can cause problems as sometimes board members try to type updates during the meeting

====Take Minutes====
* Make sure you have clarity on any actions or decisions made - ask for clarity if you aren't sure
* Most meetings are held via video conference which can normally be recorded, allowing you to review the discussion later
* The Minutes have a section at the end detailing the duration and recording any financial decisions. Make sure you capture this information during the meeting

===Shortly After the Meeting===
====Update the Action Log====
# Add in any new actions, assigning appropriate identifiers (and putting that identifier into the minutes)
# Add in the closed date for any actions which were closed
#* Currently, closed actions aren't show due to a FILTER in the column. You should update the filter to include this new closed date
# Update any actions with information provided in the agenda - members often type updates into the agenda which should be copied across (and summarised if appropriate)

====Issue the Minutes and Updated Action Log for Review====
# Via a message to the board discussion group, copied to the Finance Subcommittee (FSC)
#* Sample Email can be found here
#* It is helpful to also paste a copy of open actions and note any financial commitments in the message body

===Review and Provide Updates to the Minutes and Actions===
# Board members should review and provide any updates

===2 Weeks After the Meeting===
====Update the Action Log====
# Deal with any feedback received on the minutes and actions
# Remove COMMENTATOR access from the minutes document
# Post the final minutes in a message on Freegle Central
# Update the relevant [[Category:Freegle Board Minutes]] page with a link to the minutes document and post on Freegle Central

Links:
*[[Rules]]
*[https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-%20mArW2mr%20EU/edit?usp=sharing Freegle Board Timetable]
*[https://drive.google.com/drive/folders/1W5e8IGRqRGT%207kb-opa6Lni-Sb5ObEFV?usp=drive%20link Board Agenda and Minutes folder]

[[category: Policies, Procedures, Remits]] [[Category:Freegle Board Meetings]]

Freegle Board Meetings and Minutes 2024

2024-10-26T08:48:21Z

NotNowCraig: October details added

'''Board meeting dates for 2024'''

* 09 January 2024
Agenda document https://docs.google.com/document/d/1Z73hZhkffPrrAQeFnP41Qho-B-bT-SVTW2nEZgsVmrE/edit 
Minutes published to Central:https://discourse.ilovefreegle.org/t/board-minutes-for-january-2024-meeting/7167 
Minutes document: https://docs.google.com/document/d/15ftb8FVYppPossvQKXk0pJxzKL0R0fj-oK-VCGff-6M/edit?pli=1#heading=h.huzns6bcer1

* 15 February 2024
Agenda https://docs.google.com/document/d/1eN83REfiVbUVYaNmpssbCtEYFaVNefl4hIt7zDtuvac/edit 
Minutes published to Central: https://discourse.ilovefreegle.org/t/board-minutes-for-february-2024-meeting/7168 
Minutes document: https://docs.google.com/document/d/1gYvCXugyf53ecztwKFrKh8COrkypUvBDPIz49SjH9f8/edit#heading=h.huzns6bcer1

*5th March 2024
Agenda https://docs.google.com/document/d/1QdzzDWniuiyaSt6NCOCga6oYR1uWVjs2YDGmWtMBnwg/edit 
Minutes published to Central: https://discourse.ilovefreegle.org/t/board-minutes-for-march-2024-meeting/7215 
Minutes document: https://docs.google.com/document/d/1LtUZqZUMAbl-ODQAAXoEsLi97YahfD7Qji3Y3GfjLiM/edit#heading=h.huzns6bcer1

*10th April 2024
Agenda: https://docs.google.com/document/d/1KBD0AOPcy6lc992y99WjAHL7jdt8ENPfpcr8cXRSUtY/edit?usp=sharing 
Minutes document: https://docs.google.com/document/d/1LtUZqZUMAbl-ODQAAXoEsLi97YahfD7Qji3Y3GfjLiM/edit?usp=sharing 

*7th May 2024
Agenda: https://docs.google.com/document/d/1TVN-WOBJJJtg0S1b23-hPrMxYgsLLzgcEzO9cnrZ0YI/edit#heading=h.24nu9vuc1f82 
Summary of Minutes published to Central: https://discourse.ilovefreegle.org/t/board-minutes-for-may-meeting/7503 
Minutes document: https://docs.google.com/document/d/1es9vGyIYY6O_ZgpbJKAQFODgTg11dJ6J6oLx39N3Hzo/edit#heading=h.huzns6bcer1es

*4th June 2024
Face to face meeting, focusing on strategy. Not a formal minuted meeting.

*2nd July 2024
Agenda: https://docs.google.com/document/d/1idmBOnXtNJFXMFmwknxIVA5vClaxvqfi6Fl-VtK5Gzs/edit?usp=sharing 
Summary of Minutes published to Central: https://discourse.ilovefreegle.org/t/summary-board-minutes-from-july-2024-board-meeting/7672 
Minutes document: https://docs.google.com/document/d/1Db_6SaMHrImF25LYlTx2PBa8e30F5vIDjsJXPIhAnWk/edit?usp=sharing

*6th August 2024
Agenda: https://docs.google.com/document/d/1sVlBsstUKf4rgEzWqO7YA-NDCXlco-32aYGTg-QQbRg/edit?usp=sharing 
Summary of Minutes published to Central: https://discourse.ilovefreegle.org/t/freegle-board-meeting-6th-august-2024-minutes-summary/7754 
Minutes document: https://docs.google.com/document/d/1GRf4me4IqDqvr8GV3yPtefcdRNmYe4c9Q31dFfrcN8s/edit?usp=sharing

*3rd September 2024 - meeting cancelled

*5th October 2024
Agenda: https://docs.google.com/document/d/13RSDe8BxI3IDuJfYg7ypb2fpsHSeaNxTh8B2B5FfOl0/edit?usp=sharing 
Summary of Minutes published to Central: https://discourse.ilovefreegle.org/t/draft-minutes-for-october-freegle-board-meeting/8011 
Minutes document: https://docs.google.com/document/d/1UNkc148jG6QB_QjAdBv6VFrrqdmtL8VbAaRUlMmAcF0/edit?usp=sharing

*5th November 2024
Agenda: https://docs.google.com/document/d/1wIDmZAEZKySYXCmkocDcZ34ijTkgFEVK-uY-jpvsgs8/edit?usp=drive_link 

*3rd December 2024

These are set in the calendar and can be changed if circumstances arise.

All board meetings start at 1830hrs.

Links: [[Freegle Board Meetings and Minutes 2023]]

[[category:Freegle Board Minutes]]

Freegle Board

2024-10-08T08:57:48Z

NotNowCraig: Adding Neil Morris as Board Chairman

===Freegle Board of Directors===

In order of last name, the current people elected to the Freegle Board are:

*Cat Fletcher - elected February 2014, re-elected August 2015, October 2017, November 2020 and 7th September 2023

*Matthew Fletcher - elected 6th September 2024

*Edward Hibbert - elected February 2014 and re-elected August 2015, November 2016, October 2018, 22nd October 2021 and 6th September 2024

*Bill Hopkinson - elected 7th September 2023

*Craig Hilton - elected November 2020, re-elected 7th September 2023

*Neil Morris - Co-oped to the board 1st October 2024 (appointment to last until the next AGM)

*Mike Paterson - co-opted by the Board January 2022, elected 4th September 2022

*Penny Townsend - elected 4th September 2022

*Jen Williams - elected 22nd October 2021 and re-elected 6th September 2024

As of 7th May 2024, there is one vacancy for an elected Director.

(See [[Board Elections]] for links on the most recent election) 
(See [[Board History]] for more information about previous Directors etc)

===Responsibilities===

Directors are also Trustees of Freegle Ltd. http://www.charitycommission.gov.uk/trustees-staff-and-volunteers/trustee-role/becoming-a-trustee/ explains what is involved in being a Trustee.

Board and Member activities are subject to the adopted [[Rules]] of Freegle.

The [[Board Role and Remit]] details the responsibilities of Directors.

===Officers and Roles===

The Board elects Directors to the following Director roles. The current appointments are:

* [[Board Chairman]] - Neil Morris, email [mailto:chair@ilovefreegle.org chair@ilovefreegle.org]
* [[Company Secretary]] - email [mailto:secretary@ilovefreegle.org secretary@ilovefreegle.org]
* [[Finance Role Remits|Finance Director]] - Craig Hilton, email [mailto:finance@ilovefreegle.org finance@ilovefreegle.org]
* [[Chief Technology Officer]] - Edward Hibbert
* [[Head of Media]] - Cat Fletcher, email [mailto:media@ilovefreegle.org media@ilovefreegle.org]
* Fundraising - Edward Hibbert

The Board also appoints
*[[Board Secretary]] -
*[[Finance Role Remits|Treasurer]] - this role is currently being carried out by Jane Loveday; it can be an external appointment to the Board.

===Retirement Cycle===

From the [[Rules]]:

56. At the first annual general meeting all elected Directors shall stand down. At every
subsequent annual general meeting one-third of the elected Directors, or if their
number is not a multiple of three then the number nearest to one-third, shall retire from
office. The Directors to retire shall be the Directors who have been longest in office
since their last election. Where Directors have held office for the same amount of time
the Directors to retire shall be decided by lot. A retiring Director shall be eligible for re-
election.

A Director may leave midterm under the [[Directors Ending Term of Office Procedure]].

===Discussion Group===

The Board discussion group is at [https://groups.io/g/FreegleBoard/topics]

===Board Meetings===

The Board aims to meet monthly, discussion via online conferencing software such as Skype or Zoom. The timetable for meetings and minutes can be found from [[:category:Freegle Board Minutes]] The 'mechanics' of Board Meetings are detailed in [[Board Meeting Procedure]].

===Contact===

Our Board can be contacted via board@ilovefreegle.org or directors@ilovefreegle.org

[[category:Freegle Board]]

Board History

2024-10-08T08:44:19Z

NotNowCraig: Adding in Neil Morris - Co-Opted onto the board at the board meeting, 1st October 2024

'''Freegle Limited Directors''' (alphabetical by surname order)

Jacky Barrett - elected 21st February 2014, resigned 14th August 2015.

Kathryn Bird - co-opted by the Board 7th May 2024. The co-option terminated, in accordance with the Rules, at the AGM on 6th September 2024

Christian Brenninkmeijer - elected 15th August 2015, re-elected 10th November 2016 and 7th October 2018, resigned 31st October 2020.

John Carroll - Elected 21st February 2014, resigned February 2017.

Ollie Clark - Elected 21st February 2014, resigned 14th August 2015.

Jo Fisher - co-opted by Board in 2016, then elected in October 2017 and 7th November 2019, resigned 20th October 2021.

'''Cat Fletcher''' - elected 21st February 2014 and August 15th 2015, re-elected 2nd October 2017, 1st November 2020 and 6th September 2023. '''Currently on the Board'''

'''Matthew Fletcher''' - elected 6th September 2024. '''Currently on the Board'''

Dr David Greenfield - appointed 10th November 2016, re-appointed 2017, 2018 and elected 7th November 2019 and 3rd September 2022. Resigned 5th September 2023.

'''Edward Hibbert''' - elected 21st February 2014 and 15th August 2015, re-elected 10th November 2016, 7th October 2018, 21st October 2021 and 6th September 2024. '''Currently on the Board'''.

'''Craig Hilton''' - elected 1st November 2020, re-election 6th September 2023. '''Currently on the Board'''

Michael Hoeben - elected 1st November 2020, resigned 20th October 2021.

'''Bill Hopkinson''' - elected 7th September 2023. '''Currently on the Board'''

Mike Jury - elected 4th September 2022, resigned 19th March 2023.

Sheila Little - elected 10th November 2016, end of term of office 6th November 2019.

Andy Ludlow - elected 21st February 2014 and 15th August 2015, re-elected 2nd October 2017 and 7th November 2019. Resigned 16th June 2022.

'''Neil Morris''' - co-opted by the Board 1st October 2024. '''Currently on the Board'''

Deborah Moss - elected 2nd October 2017 and 1st November 2020, resigned 3rd September 2022.

Ray Owen - elected 7th October 2018, resigned 31st October 2020.

'''Mike Patterson''' - co-opted by the Board January 2022 (filling a vacancy for an elected Director), elected 4th September 2022.'''Currently on the Board'''

Alison Redway - elected 21st February 2014, resigned 14th August 2015.

Maggie Sand - elected 21st October 2021, resigned November 2021.

Kathy Speight - elected 21st February 2014, resigned July 2014.

'''Penny Townsend''' - elected 4th September 2022. '''Currently on the Board'''

Michael Watts - appointed November 2017, resigned July 2018.

Andrew Widgery - elected 21st February 2014, resigned October 2014

Tina Willcox - co-opted July 2014, resigned 14th August 2015

'''Jen Williams''' - elected 21st October 2021. '''Currently on the Board'''

Ruth Willmore - elected 1st November 2020, term of office ended 5th September 2023..

Links:
* [[Freegle Board]]

[[category:Freegle Board]]

Freegle Board

2024-10-08T08:41:50Z

NotNowCraig: Including Neil Morris - Co-opted at board meeting on 1st October 2024

===Freegle Board of Directors===

In order of last name, the current people elected to the Freegle Board are:

*Cat Fletcher - elected February 2014, re-elected August 2015, October 2017, November 2020 and 7th September 2023

*Matthew Fletcher - elected 6th September 2024

*Edward Hibbert - elected February 2014 and re-elected August 2015, November 2016, October 2018, 22nd October 2021 and 6th September 2024

*Bill Hopkinson - elected 7th September 2023

*Craig Hilton - elected November 2020, re-elected 7th September 2023

*Neil Morris - Co-oped to the board 1st October 2024 (appointment to last until the next AGM)

*Mike Paterson - co-opted by the Board January 2022, elected 4th September 2022

*Penny Townsend - elected 4th September 2022

*Jen Williams - elected 22nd October 2021 and re-elected 6th September 2024

As of 7th May 2024, there is one vacancy for an elected Director.

(See [[Board Elections]] for links on the most recent election) 
(See [[Board History]] for more information about previous Directors etc)

===Responsibilities===

Directors are also Trustees of Freegle Ltd. http://www.charitycommission.gov.uk/trustees-staff-and-volunteers/trustee-role/becoming-a-trustee/ explains what is involved in being a Trustee.

Board and Member activities are subject to the adopted [[Rules]] of Freegle.

The [[Board Role and Remit]] details the responsibilities of Directors.

===Officers and Roles===

The Board elects Directors to the following Director roles. The current appointments are:

* [[Board Chairman]] - email [mailto:chair@ilovefreegle.org chair@ilovefreegle.org]
* [[Company Secretary]] - email [mailto:secretary@ilovefreegle.org secretary@ilovefreegle.org]
* [[Finance Role Remits|Finance Director]] - Craig Hilton, email [mailto:finance@ilovefreegle.org finance@ilovefreegle.org]
* [[Chief Technology Officer]] - Edward Hibbert
* [[Head of Media]] - Cat Fletcher, email [mailto:media@ilovefreegle.org media@ilovefreegle.org]
* Fundraising - Edward Hibbert

The Board also appoints
*[[Board Secretary]] -
*[[Finance Role Remits|Treasurer]] - this role is currently being carried out by Jane Loveday; it can be an external appointment to the Board.

===Retirement Cycle===

From the [[Rules]]:

56. At the first annual general meeting all elected Directors shall stand down. At every
subsequent annual general meeting one-third of the elected Directors, or if their
number is not a multiple of three then the number nearest to one-third, shall retire from
office. The Directors to retire shall be the Directors who have been longest in office
since their last election. Where Directors have held office for the same amount of time
the Directors to retire shall be decided by lot. A retiring Director shall be eligible for re-
election.

A Director may leave midterm under the [[Directors Ending Term of Office Procedure]].

===Discussion Group===

The Board discussion group is at [https://groups.io/g/FreegleBoard/topics]

===Board Meetings===

The Board aims to meet monthly, discussion via online conferencing software such as Skype or Zoom. The timetable for meetings and minutes can be found from [[:category:Freegle Board Minutes]] The 'mechanics' of Board Meetings are detailed in [[Board Meeting Procedure]].

===Contact===

Our Board can be contacted via board@ilovefreegle.org or directors@ilovefreegle.org

[[category:Freegle Board]]

Updating HMRC Charity Status Process

2024-10-01T14:41:56Z

NotNowCraig:

This process describes how to update the Charity Status Freegle has registered with HM Revenue and Customs (HMRC).
Our registration with HMRC specifies a number of data items about Freegle (our registered address, name, banking details) and also 2 kinds of individual:
# An Authorised Official (someone who is authorised to deal with our tax affairs)
# At least 2 Responsible Persons' (2 people who have legal responsibility for running our organisation - i.e. trustees/board members)

If any of these details change, we should let HMRC know.

====Triggers====
The main reason to change this information is when one of the named individuals has changed.
This is most likely to happen after a change of trustee at the AGM.
An entry exists in the [https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Board Timetable] to highlight the potential need for changes after our AGM.

Other significant changes to our organisation, such as a change of name, registered address or banking details would also trigger this process.

====Responsibilities====
The form should be submitted and signed by 2 of the existing individuals who are known to HMRC (e.g. an Authorised Official or a Responsible Person)

If this is not possible, the form should be signed by 2 new officials (there is more information in HMRC the guidance notes)

====Inputs====
* Information about current registration is in [https://drive.google.com/drive/folders/1yI-yqpFSU1Sll0vKbS3sZq3BfzXMEWI2?usp=drive_link this Google Drive folder] and in the [https://drive.google.com/drive/folders/1-za2_NU0WBusN5P1yS380ntF8kCJYI9X?usp=drive_link black box] (access required)
* [https://www.gov.uk/government/publications/charities-change-of-details-form-chv1 HMRC guidelines and forms for amending charity status]. The main form used is called "ChV1"

====Process====
# At the Freegle Board Meeting, agree what changes are needed and who will make the change
# Update and submit either the online or paper form available from the HMRC site
# Store a copy of the submitted form in the Google Drive folder and the black box

====Links====
This document was agreed at the board meeting 1/10/2024

* [https://drive.google.com/drive/folders/1yI-yqpFSU1Sll0vKbS3sZq3BfzXMEWI2?usp=drive_link Google Drive Folder for Charity Information] (access required)
* [https://drive.google.com/drive/folders/1-za2_NU0WBusN5P1yS380ntF8kCJYI9X?usp=drive_link Black Box Folder for Charity Information] (access required)
* [https://www.gov.uk/government/publications/charities-change-of-details-form-chv1 HMRC forms and guidance]
*[[Company_Records]]

[[category:Policies, Procedures, Remits]]
[[category:Freegle Board]]

Updating HMRC Charity Status Process

2024-10-01T14:40:22Z

NotNowCraig:

This process describes how to update the Charity Status Freegle has registered with HM Revenue and Customs (HMRC).
Our registration with HMRC specifies a number of data items about Freegle (our registered address, name, banking details) and also 2 kinds of individual:
# An Authorised Official (someone who is authorised to deal with our tax affairs)
# At least 2 Responsible Persons' (2 people who have legal responsibility for running our organisation - i.e. trustees/board members)

If any of these details change, we should let HMRC know.

====Triggers====
The main reason to change this information is when one of the named individuals has changed.
This is most likely to happen after a change of trustee at the AGM.
An entry exists in the [https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Board Timetable] to highlight the potential need for changes after our AGM.

Other significant changes to our organisation, such as a change of name, registered address or banking details would also trigger this process.

====Responsibilities====
The form should be submitted and signed by 2 of the existing individuals who are known to HMRC (e.g. an Authorised Official or a Responsible Person)

If this is not possible, the form should be signed by 2 new officials (there is more information in HMRC the guidance notes)

====Inputs====
* Information about current registration is in [https://drive.google.com/drive/folders/1yI-yqpFSU1Sll0vKbS3sZq3BfzXMEWI2?usp=drive_link this Google Drive folder] and in the [https://drive.google.com/drive/folders/1-za2_NU0WBusN5P1yS380ntF8kCJYI9X?usp=drive_link black box] (access required)
* [https://www.gov.uk/government/publications/charities-change-of-details-form-chv1 HMRC guidelines and forms for amending charity status]. The main form used is called "ChV1"

====Process====
# At the Freegle Board Meeting, agree what changes are needed and who will make the change
# Update and submit either the online or paper form available from the HMRC site
# Store a copy of the submitted form in the Google Drive folder and the black box

====Links====
* [https://drive.google.com/drive/folders/1yI-yqpFSU1Sll0vKbS3sZq3BfzXMEWI2?usp=drive_link Google Drive Folder for Charity Information] (access required)
* [https://drive.google.com/drive/folders/1-za2_NU0WBusN5P1yS380ntF8kCJYI9X?usp=drive_link Black Box Folder for Charity Information] (access required)
* [https://www.gov.uk/government/publications/charities-change-of-details-form-chv1 HMRC forms and guidance]
*[[Company_Records]]

[[category:Policies, Procedures, Remits]]
[[category:Freegle Board]]

Updating HMRC Charity Status Process

2024-10-01T14:35:14Z

NotNowCraig: New process documentation

This process describes how to update the Charity Status Freegle has registered with HM Revenue and Customs (HMRC).
Our registration with HMRC specifies a number of data items about Freegle (our registered address, name, banking details) and also 2 kinds of individual:
# An Authorised Official (someone who is authorised to deal with our tax affairs)
# At least 2 Responsible Persons' (2 people who have legal responsibility for running our organisation - i.e. trustees/board members)

If any of these details change, we should let HMRC know.

====Triggers====
The main reason to change this information is when one of the named individuals has changed.
This is most likely to happen after a change of trustee at the AGM.
An entry exists in the [https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Board Timetable] to highlight the potential need for changes after our AGM.

Other significant changes to our organisation, such as a change of name, registered address or banking details would also trigger this process.

====Responsibilities====
The form should be submitted and signed by 2 of the existing individuals who are known to HMRC (e.g. an Authorised Official or a Responsible Person)

If this is not possible, the form should be signed by 2 new officials (there is more information in HMRC the guidance notes)

====Inputs====
* Information about current registration is in [https://drive.google.com/drive/folders/1yI-yqpFSU1Sll0vKbS3sZq3BfzXMEWI2?usp=drive_link this Google Drive folder] and in the [https://drive.google.com/drive/folders/1-za2_NU0WBusN5P1yS380ntF8kCJYI9X?usp=drive_link black box] (access required)
* [https://www.gov.uk/government/publications/charities-change-of-details-form-chv1 HMRC guidelines and forms for amending charity status]

====Process====
# At the Freegle Board Meeting, agree what changes are needed and who will make the change
# Update and submit either the online or paper form available from the HMRC site
# Store a copy of the submitted form in the Google Drive folder and the black box

====Links====
* [https://drive.google.com/drive/folders/1yI-yqpFSU1Sll0vKbS3sZq3BfzXMEWI2?usp=drive_link Google Drive Folder for Charity Information] (access required)
* [https://drive.google.com/drive/folders/1-za2_NU0WBusN5P1yS380ntF8kCJYI9X?usp=drive_link Black Box Folder for Charity Information] (access required)
* [https://www.gov.uk/government/publications/charities-change-of-details-form-chv1 HMRC forms and guidance]
*[[Company_Records]]

[[category:Policies, Procedures, Remits]]
[[category:Freegle Board]]

AGM Finance Report and Audit disapplication 2024

2024-09-03T17:39:53Z

NotNowCraig: Removed reference to values for start of year position from budget as feedback was that this was problematic.

=== FINANCE REPORT ===
===Review of the 2023/24 Financial Year, Ending 5th April 2024===

The Committee (Board) presents its report and accounts for the year ended 5 April 2024.

We had a total income of £103,687 (2023: £151,188). Donations were £46,779 (2023: £111,054) - which includes £6,000
from PayPal Giving Fund UK (2023:73,000 from the PayPal Small Charities Campaign), and £13,372 for our Server Heroes
Appeal (2023: £9,818). We received £7,300 (2023: £7,200) from our very generous anonymous sponsor and Gift Aid
reclaims amounted to £7,243 (2023: £5,286). Our income from advertising/trading was £21,532 (2023: £19,018), and we
received £12,524 (2023: £6,000) in grants from local Councils. The remaining income included £303 (2023: £350) from
Give As You Live, £3,350 in bank interest (2023: £1,164 ), and a payment of £4,500 from a third party for systems
integration work.

Our expenditure was £122,169 (2023: £90,213). IT costs were £72,922 (2023: £54,124) with most of the increase due to
app development and server migration. We spent £23,430 (2023: £22,700) on media, £20,999 (2023: £11,400) on work
with local councils to promote Freegle, £285 (2023: £759) on volunteer support, £0 (2023: £129) on fundraising, and
£4,533 (2023: £1,101) on administration and insurance.
The result for the year was a deficit for the year of £18,482 (2023: £60,975 surplus). We had a surplus brought forward
from last year of £142,113 (2022: £81,138) so are left with reserves of £123,631 (2023: £142,113), of which £3,760 (2023:
£5,042) is restricted for specific expenditure. Although we did not have a surplus this year, our rules state that any profits
are applied solely to the continuation and development of the Society.

The link to the full 2023/2024 accounts for Freegle Limited is https://drive.google.com/drive/u/1/folders/1hjTUolU9H1Fx2djrO4oNTpLppVQWn5WP

The Committee members have taken all the steps that they ought to have taken as a committee in order to make
themselves aware of any relevant audit information and to establish that the society's independent examiners are aware
of that information.

===Looking forward to Future Financial Years===

The board have approved a budget forecast for the year. https://docs.google.com/document/d/1kyGaqBNiXsGPfo8rRpXcK9RYvi-s3MdaPFsNJGwv97o/edit?usp=sharing

The budget provided a view on what spending was likely to be in the next financial year (2024/25) and also a longer term view of our financial position.

The budget shows that we continue to spend more than we bring in (i.e. we have a structural deficit). The budget estimated this to be about £47k per year.

However, we also have significant reserves and the board has indicated a desire to spend some of these reserves to try to make Freegle more sustainable.

Note however, that reality is invariably different from what we forecast. Some things cost more, some things cost less, we might win some funds, we might not get as many donations, or we might get more and we will spend money on unexpected.

=== AUDIT ===

Request from the Freegle Board:

1. The Board would like the AGM to approve the dis-application for a full audit for the Freegle Ltd accounts 2024/25. This would be in line with previous procedure and is due to the level of expense for an external auditor and time required from the volunteer Treasurer for a full audit.

Industrial and Provident Societies must have a full audit if they are a Registered Society with a turnover of over £10,200,000 or assets in excess of £5,100,000.

As we don't get near to these figures the expense and time for a full audit seems unnecessary when our transparency is confirmed by a qualified accountant’s Independent Examination. More information can be found in the legal explanatory note here: http://www.legislation.gov.uk/ukpga/2014/14/section/84

2. If the above is agreed, the Board would also like the meeting to approve the continued appointment of Price and Co as independent examiners for the accounts, fees to be agreed by the Board on behalf of Members.

Link: [[AGM 2024 Agenda]]

[[category:AGM 2024]]

AGM Finance Report and Audit disapplication 2024

2024-09-02T08:38:34Z

NotNowCraig:

=== FINANCE REPORT ===
===Review of the 2023/24 Financial Year, Ending 5th April 2024===

The Committee (Board) presents its report and accounts for the year ended 5 April 2024.

We had a total income of £103,687 (2023: £151,188). Donations were £46,779 (2023: £111,054) - which includes £6,000
from PayPal Giving Fund UK (2023:73,000 from the PayPal Small Charities Campaign), and £13,372 for our Server Heroes
Appeal (2023: £9,818). We received £7,300 (2023: £7,200) from our very generous anonymous sponsor and Gift Aid
reclaims amounted to £7,243 (2023: £5,286). Our income from advertising/trading was £21,532 (2023: £19,018), and we
received £12,524 (2023: £6,000) in grants from local Councils. The remaining income included £303 (2023: £350) from
Give As You Live, £3,350 in bank interest (2023: £1,164 ), and a payment of £4,500 from a third party for systems
integration work.

Our expenditure was £122,169 (2023: £90,213). IT costs were £72,922 (2023: £54,124) with most of the increase due to
app development and server migration. We spent £23,430 (2023: £22,700) on media, £20,999 (2023: £11,400) on work
with local councils to promote Freegle, £285 (2023: £759) on volunteer support, £0 (2023: £129) on fundraising, and
£4,533 (2023: £1,101) on administration and insurance.
The result for the year was a deficit for the year of £18,482 (2023: £60,975 surplus). We had a surplus brought forward
from last year of £142,113 (2022: £81,138) so are left with reserves of £123,631 (2023: £142,113), of which £3,760 (2023:
£5,042) is restricted for specific expenditure. Although we did not have a surplus this year, our rules state that any profits
are applied solely to the continuation and development of the Society.

The link to the full 2023/2024 accounts for Freegle Limited is https://drive.google.com/drive/u/1/folders/1hjTUolU9H1Fx2djrO4oNTpLppVQWn5WP

The Committee members have taken all the steps that they ought to have taken as a committee in order to make
themselves aware of any relevant audit information and to establish that the society's independent examiners are aware
of that information.

===Looking forward to Future Financial Years===

The board have approved a budget forecast for the year. https://docs.google.com/document/d/1kyGaqBNiXsGPfo8rRpXcK9RYvi-s3MdaPFsNJGwv97o/edit?usp=sharing

The board recognise that we continue to spend more than we bring in (i.e. we have a structural deficit). The budget estimated this to be about £47k per year.

However, we also have significant reserves. The budget estimated these to be £98k at the start of the 2024/25 financial year. The board has indicated a desire to spend some of these reserves to try to make Freegle more sustainable.

The budget estimated that we will have sufficient funds to operate Freegle until May 2026.

Note however, that reality is invariably different from what we forecast. Some things cost more, some things cost less, we might win some funds, we might not get as many donations, or we might get more and we will spend money on unexpected. For example, our annual accounts reveal that our reserves at the start of the 2024/25 financial year were in fact £124k, rather than the £98k estimated in the budget.

=== AUDIT ===

Request from the Freegle Board:

1. The Board would like the AGM to approve the dis-application for a full audit for the Freegle Ltd accounts 2024/25. This would be in line with previous procedure and is due to the level of expense for an external auditor and time required from the volunteer Treasurer for a full audit.

Industrial and Provident Societies must have a full audit if they are a Registered Society with a turnover of over £10,200,000 or assets in excess of £5,100,000.

As we don't get near to these figures the expense and time for a full audit seems unnecessary when our transparency is confirmed by a qualified accountant’s Independent Examination. More information can be found in the legal explanatory note here: http://www.legislation.gov.uk/ukpga/2014/14/section/84

2. If the above is agreed, the Board would also like the meeting to approve the continued appointment of Price and Co as independent examiners for the accounts, fees to be agreed by the Board on behalf of Members.

Link: [[AGM 2024 Agenda]]

[[category:AGM 2024]]

AGM Finance Report and Audit disapplication 2024

2024-09-01T15:38:33Z

NotNowCraig: Added a section on future financial year, with information from, and a link to, the budget

=== FINANCE REPORT ===
===Review of the 2023/24 Financial Year, Ending 5th April 2024===

The Committee (Board) presents its report and accounts for the year ended 5 April 2024.

We had a total income of £103,687 (2023: £151,188). Donations were £46,779 (2023: £111,054) - which includes £6,000
from PayPal Giving Fund UK (2023:73,000 from the PayPal Small Charities Campaign), and £13,372 for our Server Heroes
Appeal (2023: £9,818). We received £7,300 (2023: £7,200) from our very generous anonymous sponsor and Gift Aid
reclaims amounted to £7,243 (2023: £5,286). Our income from advertising/trading was £21,532 (2023: £19,018), and we
received £12,524 (2023: £6,000) in grants from local Councils. The remaining income included £303 (2023: £350) from
Give As You Live, £3,350 in bank interest (2023: £1,164 ), and a payment of £4,500 from a third party for systems
integration work.

Our expenditure was £122,169 (2023: £90,213). IT costs were £72,922 (2023: £54,124) with most of the increase due to
app development and server migration. We spent £23,430 (2023: £22,700) on media, £20,999 (2023: £11,400) on work
with local councils to promote Freegle, £285 (2023: £759) on volunteer support, £0 (2023: £129) on fundraising, and
£4,533 (2023: £1,101) on administration and insurance.
The result for the year was a deficit for the year of £18,482 (2023: £60,975 surplus). We had a surplus brought forward
from last year of £142,113 (2022: £81,138) so are left with reserves of £123,631 (2023: £142,113), of which £3,760 (2023:
£5,042) is restricted for specific expenditure. Although we did not have a surplus this year, our rules state that any profits
are applied solely to the continuation and development of the Society.

The link to the full 2023/2024 accounts for Freegle Limited is https://drive.google.com/drive/u/1/folders/1hjTUolU9H1Fx2djrO4oNTpLppVQWn5WP

The Committee members have taken all the steps that they ought to have taken as a committee in order to make
themselves aware of any relevant audit information and to establish that the society's independent examiners are aware
of that information.

===Looking forward to Future Financial Years===

The board have approved a budget forecast for the year. https://docs.google.com/document/d/1kyGaqBNiXsGPfo8rRpXcK9RYvi-s3MdaPFsNJGwv97o/edit?usp=sharing

The board regocnise that we continue to spend more than we bring in (i.e. we have a structural deficit). This ie estimated to be about £47k.

However we also have significant reserves (estimated to be £98k at the start of the 2024 financiasl year). The board has indicated a desire to spend some of these reserves to try to make Freegle more sustainable.

Based on our calculations, we will have sufficient funds to operate Freegle until May 2026.

Note however, that reality is invariably different from what we forecast. Some things cost more, some things cost less, we might win some funds, we might not get as many donations, or we might get more. We will spend money on things we never expected.

=== AUDIT ===

Request from the Freegle Board:

1. The Board would like the AGM to approve the dis-application for a full audit for the Freegle Ltd accounts 2024/25. This would be in line with previous procedure and is due to the level of expense for an external auditor and time required from the volunteer Treasurer for a full audit.

Industrial and Provident Societies must have a full audit if they are a Registered Society with a turnover of over £10,200,000 or assets in excess of £5,100,000.

As we don't get near to these figures the expense and time for a full audit seems unnecessary when our transparency is confirmed by a qualified accountant’s Independent Examination. More information can be found in the legal explanatory note here: http://www.legislation.gov.uk/ukpga/2014/14/section/84

2. If the above is agreed, the Board would also like the meeting to approve the continued appointment of Price and Co as independent examiners for the accounts, fees to be agreed by the Board on behalf of Members.

Link: [[AGM 2024 Agenda]]

[[category:AGM 2024]]

AGM Board Annual Report 2024

2024-09-01T15:15:23Z

NotNowCraig: Removing finance report and changing it to a link to the seperate page where it can be found.

==== DIRECTORS’ REPORT ====
We’re still here! We say this every year - but it’s still true. Tech giants have risen and fallen, and we are still around.
But we shouldn’t make any bones about it - last year was tough.
*Our traffic numbers are a little down on the previous year. They shouldn’t be - we know there is a lot of wasted stuff still getting burnt or buried.
*We recruited an admin person (Lou). That worked well, but Lou has now left us and we need to find a replacement.
*We trialed an external web development firm. After some initial promise, we decided that didn’t work for us. We will need to come back to that.
*Boosting advertising revenue. We’ve done some work on that which looks like it will raise a useful but not game-changing amount.
What holds us back is capacity - both volunteers and funds. To make more of an impact, we need more of both. 
And there are changes coming over the next year.

Edward will be stepping down as Board Chair, and in a year’s time leaving the Board. It isn’t healthy for an organisation or an individual for the same person to be in place for so long. New ideas and new energy are needed. If that’s you, pitch in.

We’re doing some strategy work to clarify what kind of structure and resources we need to thrive as an organisation. We don’t just need wishes and aims - we need plans and the people to put them into action.

This is a crunch time, probably more so than any year since we started. If Freegle is to have a sustainable future and help make the future sustainable, we need to be building that now.

==== FINANCE REPORT ====
Can be found here: [[AGM Finance Report and Audit disapplication 2024]]

===== AUDIT =====
Request from the Board of Freegle: 
The Board would like the AGM to approve the dis-application for a full audit for the Freegle Ltd accounts 2024/25. This would be in line with previous procedure and is due to the level of expense for an external auditor and time required from the volunteer Treasurer for a full audit.

Co-operative and Community Benefit Societies Act 2014 states, a full audit must be done if they are a charitable IPS with a turnover of over £250,000.
As we don't get near to these figures the expense and time for a full audit seems unnecessary when our transparency is confirmed by a qualified accountant’s Independent Examination.

If the above is agreed, the Board would also like the meeting to approve the continued appointment of Price and Co as independent examiners for the accounts, fees to be agreed by the Board on behalf of Members.

More information can be found in the legal explanatory note here: http://www.legislation.gov.uk/ukpga/2014/14/section/84

==== GOVERNANCE ====
===== Legal Structure =====
Freegle is a registered Society, and full details of our registration are at https://mutuals.fca.org.uk/Search/Society/9593. Our Rules are at Rules. Freegle is also registered as a charity with HMRC (ref. XT32865).

The Society's membership during the year was as follows:

Members at the beginning of the year: 164
Members ceased during the year: 0
Members admitted during the year: 4
Members at the end of the year: 168

All volunteers are eligible to become Members, and the Board encourages people to do so. Members are eligible for a free copy of Microsoft Office Professional.

'''Directors'''

The Board has held regular meetings. All minutes can be accessed via [[https://wiki.ilovefreegle.org/Category:Freegle_Board_Minute]] Meetings are open to volunteers, with access details to the meeting being published on the Central group.

Elected Directors serving on the Board this past year:
*Cat Fletcher
*Dr David Greenfield - resigned September 2023
*Edward Hibbert
*Craig Hilton
*Mike Jury - resigned March 2024
*Mike Paterson
*Penny Townsend
*Jen Williams
*Ruth Willmore - resigned September 2023
*Rev Bill Hopkinson

Freegle had the following Director roles during this past year:
*Chair - Edward Hibbert
*Company Secretary - Mike Jury, followed by Kathryn Bird
*Finance Director - Craig Hilton
*Head of Media - Cat Fletcher. Cat is also contracted by Freegle for national publicity and social media work.
*Chief Technology Officer - Edward Hibbert. Edward is also contracted by Freegle for maintenance and development of our IT platform.
*Fundraising - Edward Hibbert

'''Appointed Roles''' 
The Board is grateful to people in the following appointed roles:
*Treasurer - Jane Loveday
*Assistant Treasurer - Jacky Barrett
*Returning Officers - Alison Redway, Jacky Barrett
*Ombudsman - Jeni Mason, Kim Hiscock
*Governance - Kathryn Bird

==== TEAMS ====
The invaluable work done by local volunteers is supported by a number of national teams. The Board is very grateful to people who volunteer with these teams, and encourages other local volunteers to do so if they are able.

===== New Groups =====
The Freegle New Groups Team currently has 6 active members; Jo, Roger, Melissa, Stuart, Ray and Derek, but we will always welcome anyone that wants to join us, please contact us at newgroups@ilovefreegle.org.

From 1st September 2023 to 31st August 2024 we closed 6 cases.
*3 - New groups were launched
*2 - Groups had a core area review combined with merging of groups and a name change
*1 - group had a core area extension and a name change
*There is currently 1 open case.

With fewer requests for new groups to be formed it has been a quieter year than normal and some long standing group members have now moved on to other things, we thank them for their dedicated service over the years.

Derek 
Freegle New Groups Team

===== Ombudsman =====

We confirmed 5 members of the Advisory Panel to assist us this year but did not need to consult them regarding the two complaints forwarded to us.

The first was from a member who had been banned due to his language. After his agreement to moderate this in future, the group agreed to reinstate him after an appropriate cooling-off period.

The second was from a member who complained about overzealous moderation restricting her ability to post. This was found to be incorrect as her posts were allowed after some clarification. She refused to accept the posting requirements and, after abusive emails were sent to a moderator, she will remain banned.

Jeni & Kim

===== Trustpilot Reviews Report =====
We have received 5 reviews in the past year. Four of these were 5*, commenting on the ease of use of the site, excellent service, a real online community with friendly and helpful volunteers.

The other was 1*. This from someone who had been banned on two groups for their abusive emails to group volunteers. Their complaints had been reviewed by Ombudsman and judged unfounded.

Jen

===== Social Media Report =====
The board’s decision to cut ties with the Twitter pages has reduced the amount of work needed done by the social media team, but we have been active with the Facebook (FB) side of things.

A number of groups have contacted us at socialmedia@ilovefreegle.org to assist them with the relink of their groups Facebook (FB) pages and we have been successful in relinking 17 of them, but there are still a number of groups that there has been no reply from the page admins, so the relink process could not be done.

There are 51 groups currently not linked between the FB and Freegle pages so they are not sharing any publicity. If any groups would like assistance with this then, please get in touch with the team.

There are also 20 Freegle groups that have no FB page at all and 3 groups that have been linked to the wrong FB page. If any of these groups would like a page created and linked then please get in touch at the team address.

There are other FB pages that do not have full Freegle contact details or share links to their Freegle pages, and sadly there are still a few FB pages that have old Yahoo links and email addresses showing, if group Mods have access to their FB page it might be worth checking these details.

A special thanks to Jean without whose help a lot of older FB pages we would not have been able to relink.

If any groups would like help to restore their social media pages to full capacity or if the owners would like to help us keep a register of the admin details please get in touch at socialmedia@ilovefreegle.org

Derek 
For the Freegle Social Media Team

===== Training Group Report =====
In the last 12 months, the training group has had 24 potential volunteer moderators start the training process of which 12 have successfully completed the training and gone on to become Moderators on groups all across the country. We also had one existing Moderator wishing to learn about one aspect of Modtools they were unsure about.

There have been prospective trainees that did not realise what was involved in being a moderator on Freegle and they were among those that sadly did not complete the training, there were also a number of people included in the totals that actually failed to answer the phone after setting a day and time for the first training session.

We like to think that all trainees are given a good basic grounding in how to use Modtools and also to recognise the difference between a good post for the message board and one that sadly might need to be rejected.

The trainees are shown how to edit a post that is pending, so that if possible, they can turn a bad post into a good one with just a slight alteration and they are also told that any changes to a member’s post must be relayed to the member on what they have done to the post and why.

The trainees have a lot to learn in a short time frame, but we do feel they get a good basic knowledge during their time with us, and then go to their respective groups and 'learn by doing'.

Derek 
For the Freegle Training Team

===== Volunteer Support Team Report =====
The team of David and Kim help keep our discussion forums running. For Example: We check that members on our Forums are indeed Freegle Volunteers

We also offer help to any volunteers with using Discourse Our main wiki has lots of useful info re how to use Discourse:
https://wiki.ilovefreegle.org/Discourse

David and Kim 
volunteersupport@ilovefreegle.org

===== Councils & Partnerships Report =====
There has continued to be an increase in workload of the team, driven both by interest and attention generated by our programme as well as through ongoing project work.

The London Borough of Wandsworth Cost of Living Fund project came to a close in January. The project focused on social housing tenants as well as the broader community. It successfully helped to increase the number of freeglers in the borough by over 2000. We will be presenting this project and a more general overview of Freegle at the Resources and Waste Management conference in September.

Following on from the initial project, we successfully bid for another £15k of funding to run a year-long project aimed at hard-to-reach communities in Wandsworth. This is now underway.

The second National Reuse Day (NRD) has been planned for 18th October. The team are creating media and web assets and spreading the word already to ensure that this year builds on last year's success.

We have continued to see a lot of engagement with councils across the country, taking the total number of councils that we have met with or spoken to to over 90, including several regional waste authorities. Partnership (sponsorship) renewals have been successful with Lancashire, Lancaster, Essex, Buckinghamshire and Cheltenham totalling . Newcastle-under-Lyme renews shortly.

We will be presenting at the RWM conference this year and have managed to secure a longer panel session.

Freegle Bites continues to be sent to our council contacts on a monthly basis and is directing enquiries on particular subjects to the team on a regular basis.

One of the most exciting projects this year has been our Freegle videos. Natalie and Anna spent a day filming with a professional filmmaker in Brighton including at the Free Shop. We are waiting for the final videos to be sent to us which will be used to promote Freegle and support our projects for years to come. We hope they will get us lots of attention on social media reaching diverse audiences.

Natalie & Anna

===== National Mailbox/Info Report =====
Activity in the info@ mailbox has been c.1200 chats since the 2023 AGM, a 25% decrease over the same period last year. This is due to improving the thank you process for donations, as we were playing 'catch up' over the previous 2 years.

We field questions about a range of non-technical things from members, volunteers and outside agencies and are the first line of contact for complaints and recently volunteering opportunities. The most difficult emails we receive are complaints from members about volunteers, which are challenging to handle and we always regret if we have to pass them to the Ombudsman.

Amongst the more interesting enquiries, we were asked recently to approve an acknowledgement in a book about to be published, and a handful of members have suggested publicity opportunities in their various areas for Freegle. It’s great to have such a variety of enquiries.

Jacky and Angelika 
Freegle mailbox

===== National Mailbox/Support Report =====
In Support, Dee, Angelika and Jacky, and sometimes other people, help users and moderators with problems concerning Freegle policy, user behaviour, anything really. On Mod Tools and Freegle Direct tech issues, we support Geeks (Edward and Chris), so they can support us.

Some ”clients“ are very knowledgeable, outstripping us, others are brief in the extreme. Quite a lot of messages contain no text at all. So when necessary we ask for more information to get what we or the Geeks need.

Of approximately 1725 threads this year there were 40 blank emails, with no subject heading either.

This year there is a new facility for Mods to ask for help direct from a chat with a click of the button labelled “Refer to Support”. This started on 5th November 2023 and has been used by 20 different moderators 35 times between them. So the new contact method has proved useful to some.

It is always a pleasure to be able to help other Mods and we encourage those who don’t make use of the service to give us a try.

===== Mentors Report =====
The team at present consists of 8 members.

Vee recently stood down from the team and her role as Team Coordinator and we
would like to thank her for her years of service in this position.

I took over as Team Coordinator in June, but have not been able to completely fulfil the role due to my wife’s continuing ill health. I am very grateful to the other members of the team who have rallied round and helped me during this difficult time.

We continue to try to reduce the number of caretaker groups we are responsible for
and the following shows our present position regarding groups that we have
some/all responsibility for.
*Current caretaker groups - 30
*Mentoring 10 other groups (plus a new group was opened - Wednesbury)

Actively helping on groups -
*Total of new cases added this year was 17, this includes new caretaker or mentor
groups and helping out
*Handed over from caretakers to group mods – 14

However, caretakers often stay on as informal backups after groups are handed
over, but we do not currently keep a record of these.

In total we finished helping out, caretaking or mentoring 24 groups.

As always, we would welcome new recruits to the team, should anyone feel they
might be able to help, particularly with mentoring and/or caretaking.

Ray Owen (aka Mr O) 
Mentor Team Coordinator 
Email: Freegle-mentors@groups.io 

===== Returning Officers =====
We have a strange role, because we're usually redundant for most of the year, then have two months or so of busy activity to make sure the AGM and elections take place as they should.

This year, however, we've spent some time reviewing the AGM and election processes, and worked with the Board and Chris to learn from the last nine years and to make this tenth AGM and Election more streamlined whilst still retaining wide participation. We'll see if that works out!

Alison and Jacky 
Returning Officers

==== WORKING GROUPS ====
Working groups are where we discuss how Freegle should run. We currently have a Development Group and Tech Group. All volunteers are welcome to join these groups and their remits are available on the Freegle Wiki.

The Board would like to express its thanks to the people who participate in those groups, and also the coordinators who keep them running.

==== THANKS ====
The board would like to thank every local volunteer for giving their time, passion and care to their communities to enable freegling throughout the UK.

==== DECLARATION ====
The Directors declare that they have approved the report above. Signed on behalf of the Directors of Freegle Ltd:

Edward Hibbert 
Board Chair 
Date 22nd August 2024

Links:
* Googledoc copy of this report https://docs.google.com/document/d/1gv4lNuGZkIiKLnCk5WSldwRaMrETd0lM4J0KFDXwgN4/edit?usp=sharing
* AGM 2023 Annual Report https://docs.google.com/document/d/18GHeoBZx10JGvxWEMJ0l5tnH67rx8_GhPGJuxVVrJe4/edit
*[[AGM 2024 Agenda]]

[[category:AGM 2024]]

Finance Sub Committee Remit

2024-06-25T19:07:00Z

NotNowCraig:

The Finance Sub-Committee (FSC) is a sub-committee of the Freegle Board.

The Board delegates authority for approving certain expenditure to this sub-committee, within clearly defined areas and up to certain limits. This allows routine expenditure to be approved more quickly, without a full poll of the Board, while ensuring that unusual financial activity is referred to the full Board, with whom ultimate financial responsibility rests.

====Role====
To approve expenditure within the levels of authority delegated by the Freegle Board.

====Membership====
*The FSC will comprise the Treasurer and should also have 2 members of the Board who are not budget holders
*The Board will at their first meeting following the AGM each year, determine members of the Sub-Committee until the next following AGM.
*The Board from amongst their members will fill casual membership vacancies that might occur. A casual vacancy would be created by a member resigning mid term or being unavailable for an extended time, meaning the sub-committee can’t function appropriately.

====Working space/decision making process====
*Meetings: A confidential group will be used to discuss and make decisions via messages and polls on that group as and when required. This was previously https://groups.yahoo.com/neo/groups/FreegleFSC/info and is now https://groups.io/g/FreegleFSC; email address finance@ilovefreegle.org
*One member of FSC will be agreed by the members to be responsible for manning the mailbox and setting up/closing polls.
*Level 2 Expenditure requests will be polled on by all four members of FSC - a simple majority and a 48 hour time limit will apply.
*Members will tell FSC if they are going to be unable to access the group for a period of time.
*The messages and poll results on the group will not be deleted and will be kept as a record of decisions. *Rejections of requested payments and any Finance Policy or procedural discussions will be reported to the Board.
*The Treasurer will normally be required to take part in all decisions.
*If there is deemed to be a conflict of interest for any member, that member must not be part of the meeting/decision relating to them.

====Delegated Authority (DA) Levels on Freegle Budgets====
*Level 1: DA direct to the Treasurer for known expenditure within the agreed budget - e.g. regular payments to individuals, insurance, expenditure against restricted donations etc. The FSC won't be involved with this DA level.
*Level 2: DA to FSC within agreed budgets and/or time periods with the approval for the spend coming from the budget holder - e.g. Media Director could request spend against their media budget, but not against the IT budget, and Platform Developer vice versa.
*Board to agree DA Levels as part of approving each annual budget, as prepared by the Finance Director or the Board if that role isn't filled.

====Links====
*This document was adopted by the Board at their meeting in July 2017.
*[[Document Approval Policy]].
*[[Finance Policy]]
*[[Conflicts of Interest Procedure]]
*[[Glossary]]
*[[Finance Procedures]]

[[category:Policies, Procedures, Remits]]
[[category:Finance]]

Finance Sub Committee Remit

2024-06-25T19:06:26Z

NotNowCraig: Changed Board membership to 2 board members.

The Finance Sub-Committee (FSC) is a sub-committee of the Freegle Board.

The Board delegates authority for approving certain expenditure to this sub-committee, within clearly defined areas and up to certain limits. This allows routine expenditure to be approved more quickly, without a full poll of the Board, while ensuring that unusual financial activity is referred to the full Board, with whom ultimate financial responsibility rests.

====Role====
To approve expenditure within the levels of authority delegated by the Freegle Board.

====Membership====
*The FSC will comprise the Treasurer and 2 members of the Board who are not budget holders.
*The Board will at their first meeting following the AGM each year, determine members of the Sub-Committee until the next following AGM.
*The Board from amongst their members will fill casual membership vacancies that might occur. A casual vacancy would be created by a member resigning mid term or being unavailable for an extended time, meaning the sub-committee can’t function appropriately.

====Working space/decision making process====
*Meetings: A confidential group will be used to discuss and make decisions via messages and polls on that group as and when required. This was previously https://groups.yahoo.com/neo/groups/FreegleFSC/info and is now https://groups.io/g/FreegleFSC; email address finance@ilovefreegle.org
*One member of FSC will be agreed by the members to be responsible for manning the mailbox and setting up/closing polls.
*Level 2 Expenditure requests will be polled on by all four members of FSC - a simple majority and a 48 hour time limit will apply.
*Members will tell FSC if they are going to be unable to access the group for a period of time.
*The messages and poll results on the group will not be deleted and will be kept as a record of decisions. *Rejections of requested payments and any Finance Policy or procedural discussions will be reported to the Board.
*The Treasurer will normally be required to take part in all decisions.
*If there is deemed to be a conflict of interest for any member, that member must not be part of the meeting/decision relating to them.

====Delegated Authority (DA) Levels on Freegle Budgets====
*Level 1: DA direct to the Treasurer for known expenditure within the agreed budget - e.g. regular payments to individuals, insurance, expenditure against restricted donations etc. The FSC won't be involved with this DA level.
*Level 2: DA to FSC within agreed budgets and/or time periods with the approval for the spend coming from the budget holder - e.g. Media Director could request spend against their media budget, but not against the IT budget, and Platform Developer vice versa.
*Board to agree DA Levels as part of approving each annual budget, as prepared by the Finance Director or the Board if that role isn't filled.

====Links====
*This document was adopted by the Board at their meeting in July 2017.
*[[Document Approval Policy]].
*[[Finance Policy]]
*[[Conflicts of Interest Procedure]]
*[[Glossary]]
*[[Finance Procedures]]

[[category:Policies, Procedures, Remits]]
[[category:Finance]]

Finance Procedures

2024-06-25T15:20:18Z

NotNowCraig: Added in the agreed process for end of year accounts (with notes on how FCA/Audit process plays into it)

===1. Financial Management===
1.1 The Chairman, Financial Director and two other Signatories will be appointed by the Board as signatories on the bank account. When a Signatory ceases to be a Director they can, if necessary, continue as Signatory until a replacement Signatory is chosen from the Board and accepted by the bank. The time taken to enact this changeover should be minimised as far as possible. The other Directors will be responsible for authorising expenditure, and hold the Signatories to account. The Treasurer, whether a Board member or not, should always be a signatory.

1.2 Freegle Ltd will keep proper accounts, which will include bank and petty cash control accounts, which will be updated regularly.

1.3 The accounts will be kept electronically on a spreadsheet, which will be viewable by the Finance Director and on demand by the Board. A monthly PDF will be provided of the cashbook and summary, which will be submitted to the Board and available by link on Central.

1.4 Annual accounts will be prepared, audited and published on Central and to Members in line with the Finance Policy. [[Finance Reports]]

===2. Bank===
2.1 The bank mandate (list of people who can sign cheques on the organisation's behalf) will be approved and recorded by the Board as well as all changes to it. This will be by a copy of the mandate in PDF form on the Board’s discussion group, and a list of the authorised signatories in the files on Central. Any new signatory must be approved by the Board before the bank is notified. All cheques will require two signatures.

2.2 Electronic payments may be used. The accounts will record which signatories have authorised each payment.

2.3 The Freegle Ltd bank account will be reconciled to the accounts at least monthly, and the reconciliation will be available open to view by all Members as part of the accounts spreadsheet.

===3. Receipts===
3.1 All receipts will be recorded and banked not less than once each week. The make-up of each banking deposit transaction will be clearly recorded in the accounting records.

3.2 All relevant information relating to receipts must be passed to the Treasurer with the cheque and/or remittance advice. Lack of documentation will lead to such items being banked, but unavailable for expenditure commitments, until the validity of the receipt is established.

3.3 Payments due against specific income receipts will not be made until those receipts have been cleared.

===4. Payments===
4.1 All payments will require the pre-approval of the Board, in accordance with their decision making processes.

4.2 The Treasurer will be responsible for holding unused and partly used cheque books which should be kept securely, as should cheques that have been written out but not yet sent for signature.

4.3 Payments can be made either direct to the supplier of the goods or services, or to reimburse expenditure by individual Volunteers.

4.4 Every payment made by Freegle Ltd will be supported by an original invoice (see [[Invoice Information]]) or receipt, either as a hard copy or electronic documentation. Payments will not be made against a supplier’s statement or final demand. Signatories should ensure they have seen supporting documentation before they authorise electronic payment or sign a cheque.

4.5 The only exceptions to cheques not being supported by an original invoice or receipt would be for items such as advanced booking fees for a future course, donations to charity, etc., or when floats are issued, where a signed request form by the float holder will be used, or for third party payments.

4.6 From time to time opportunities arise for Volunteers to attend events and meetings to represent Freegle nationally. Reasonable travel expenses for the Volunteer may be reimbursable if there are sufficient funds and attendance and costs have been agreed in advance with the Board.

4.7 Signatories will never sign blank cheques, or cheques or authorise electronic payments made out to themselves. Cheques will be sent to the supplier by the last signatory, never to the person requesting the cheque, unless it is a reimbursement payable to them.

4.8 Cheques must be filled in completely (payee amount in words and figures and date and full cheque stub details) before being sent for signature.

4.9 The same person should not be responsible for ordering, processing and checking invoices/receipts as well as raising cheque requisitions, signing cheques, initiating or authorising electronic payments.

===5. Floats and Petty Cash===
5.1 Under certain special circumstances, the Treasurer, in accordance with authority of the Board (4.1) can issue up to £300 float to an individual for them to disburse within guidelines set down and agreed by the Board at that time.

5.2 Special circumstances may include but are not limited to Freegle Volunteers who anticipate incurring incidental costs associated or an event or activity on behalf of Freegle nationally, or work provided under and agreed within a Contract of Service where the Board agrees the contractor can receive payment in advance for specific activities and/or expenses.

5.3 This float will be the sole personal responsibility of the person to whom it is issued and all expenditure must be accounted for with a proper receipt. Receipts will be returned each month to the Treasurer and any unspent funds will be returned along with outstanding receipts to the Treasurer at the end of the agreed period of the float issue. Where the float is on a pre-paid debit card the float remains with the on-line statement returned showing remaining funds. It is the role of the Director of Finance to periodically review the spend on these cards with those who are holding them. Card holders will be encouraged to check with the board before they spend if they are not sure the spend is in line with pre-agreed categories. Should any spend be outside of agreed categories the board may ask the card holder to reimburse Freegle the sums not approved.

5.4 Recharging of the funds on the pre-paid cards will be done periodically in line with pre-agreed limits set out in section 5.1.

5.5 Freegle Ltd will operate a ongoing float via an authorised prepaid debit card subject to the rules above, it will not operate any ongoing petty cash system.

===6. Third Party Receipts and Payments===
In order to facilitate grants offered to affiliated communities that have no bank account or individuals doing specific work for Freegle centrally, the Freegle Ltd bank account can be used to enable payments under the following conditions.

6.1 The community should forward copies of any grant documentation showing:
*what and who the payment is for
*whether there are any conditions attached to the payment e.g. receipts need to be provided
*whether any/all of the funding might need to be paid back if certain conditions are not met.

6.2 If conditions attached to such grants are too onerous, the Board reserve the right to not offer a third party service.

6.3 Any individual receiving funds in this arrangement must be a Freegle Volunteer. This status should be validated by at least 2 other Volunteers not on the same affiliated local community.

6.4 Payment must only be for funding Freegle local or central activities.

6.5 The payment to the individual will not be paid until the above criteria are satisfied and in accordance with section 4 Payments of this document.

6.6 All such arrangements will be clearly recorded in the accounts.

6.7 Payments will not be accepted if there is any concern as to the source so that there can be no risk of money laundering legislation being breached.

===7. Accounts and Paperwork===
7.1 The accounts spreadsheet will be updated at least monthly. Access to edit the accounts will only be by the Treasurer ID.

7.2 Back-up copies of accounts will be kept electronically and in paper form.

7.3 The accounts will record, for each payment made, the message number of the Board’s poll result which authorised the payment, and the name of the second authoriser - the submitter usually being the Treasurer unless there are special circumstances. There will also be a note of the beneficiaries set upon the bank account to receive payments, and the message number of the Board’s poll result which authorised them to be beneficiaries.

7.4 The Finance Director, in consultation with the Board and Treasurer, will prepare a Financial Report which will accompany audited accounts presented to Freegle Members annually.

7.5 Original receipts, invoices and other related paperwork will be held, filed and kept for seven years by the Treasurer, and passed on if the Treasurer changes.

===8. Cheque Signatories and Cash Cards===
8.1 Each cheque will be signed by at least two people. All cheque signatories will be appointed by the Board, and the authority clearly recorded. Holders of passwords to view the bank account on the Internet, or make electronic payments (subject to procedure 2.1) will also be appointed by the Board, and the authority clearly recorded on the accounts spreadsheet and in the form of a copy of the mandate sent to the bank.

8.2 The only card allowed to be used on the Freegle bank account is the Unity Corporate Multipay ( https://www.unity.co.uk/corporate-multipay-card/) under the following conditions:
*Board approval is required for issuing the card.
*Spending limits will be set by the Board, and linked to specific spend budgets.
*The card must not be used for cash withdrawals.
*The card can only be used for the card holder’s Freegle approved expenses, not for any other Freegle volunteer or contractor expenses.
*Other conditions relating to use of the card will be as required in line with 5.3 and 8.3 of this document.
**

8.3 It is the role of the Freegle Finance Sub Committee to periodically review the spend on pre-paid and multipay cards with those who are holding them. Card holders should check with the Board before they spend if they are not sure the spend is in line with pre-agreed categories. Should any spend be outside of agreed categories, the Board will ask the pre-paid or multipay card holder to reimburse Freegle the sums not approved, or deduct the amount from payment of card holder invoices if appropriate.

===9. Confidentiality and Conflict of Interest===
9.1 The confidentiality of any volunteers’ financial circumstances will be respected at all times.

9.2 The Board and those involved in grant applications must declare any conflict of financial interest.

===10. Other Rules===
10.1 The Board will consider the level of reserves that is prudent for Freegle Ltd to have after the poll to accept the Annual Accounts. Consideration will be given to liabilities, lease agreements and any other significant factors that should be taken into account were Freegle Ltd to cease. The current policy is that Freegle will aim to keep a minimum of £1K reserves.

10.2 Where assets are purchased, or there are significant stock holdings of non-capital items, e.g. stationery, suitable records will be kept and the items checked at least annually at the financial year-end.

10.3 Any Volunteer - whether elected, active centrally, or not - can receive payment for services for Freegle Ltd, as long as everything is properly documented and the process is fair and transparent, and approved by the Board or Members as necessary.

===11. Tendering===
11.1 The Board will publish on Central each year the annual objectives with associated budgets, including where any funding is available or planned to be raised.

11.2 All paid work will be open to expressions of interest from any volunteer for delivering any of the objectives or wishing to be involved in raising required funding. [[Paying People in Freegle Guidelines]] refers. If and when budgets or priorities change, the Board will publish those amendments in advance of contracting paid work.

11.3 If a new piece of work or service exceeds payment of £11k, the Board will seek at least 2 quotes from interested parties, and if in excess of £22k will seek at least 3 quotes, including from external parties if practicable. These limits were set in April 2018 and will rise in line with consumer price inflation each year (see note 1). For renewal of an existing contract, the Board can extend the contract for the same value (plus inflation) without the requirement for new tendering. The Board will decide on the best person or company to deliver the work based on which is in the best interests of Freegle.

11.4 A contract [[Contract for Services]] will be set up for all paid work over £250 for new suppliers, and the smaller of £1000 or 10% of total current bank balances for suppliers with a pre-existing relationship. Directors will follow agreed procedures when discussing and deciding on paid work [[Conflicts of Interest Procedure]].

Notes: 
Note 1. CPI was 2% in the year April 2018 to April 2019 - https://www.ons.gov.uk/economy/inflationandpriceindices/bulletins/consumerpriceinflation/april2019 

===12. Approval of End of Year Accounts===
12.1 At the April 2024 board meeting, the following process for approving the Year end accounts was agreed:
*During the relevant Financial Year, the AGM votes to dissapply the need for an audit for that year's accounts
*Shortly after the end of the Financial Year, a draft set of accounts are produced by the Treasurer and reviewed by the Finance Subcomittee
*The draft End of Year Accounts are issued to the auditors who produce a report which is incorporated into the accounts
*The draft End of Year Accounts and report are approved via a vote held at a Freegle Board Meeting
*The approved End of Year Accounts are submitted to the Financial Conduct Authority
*The approved End of Year Accounts are shared at the next AGM for information

Notes: 
Note 2. Disapplying the need for an audit is done in-line with FCA rules 7.2.12 - 7.2.17 - https://www.handbook.fca.org.uk/handbook/RFCCBS/7/2.html 
Note 3. FCA rules 7.2.21 - 7.2.24 require that even if a report is produced (as opposed to a full audit), it must be produced by a qualified auditor if certain criteria are met 
Note 4. Freegle [[Rules]] 23a requires that the accounts are provided to the AGM 

===Relevant links:===

*This document was originally adopted by the Board at their meeting of 27th August 2014, see [[Finance Documents Review]] for the record of subsequent reviews and amendments. The document as it stands above is the current version.
*[[Document Approval Policy]]
*[[Finance Policy]]
*[[Invoice Information]]
*[[Paying People in Freegle Guidelines]]
*[[Conflicts of Interest Procedure]]
*[[Finance Role Remits]]
*[[Finance Reports]]
*[[Finance Sub Committee Remit]]
*[[Bank Account and Donation Methods]]
*[[Contract for Services]]
*[[Glossary]]
*[[Rules]]
*Previous Freegle UK document Financial Management and Controls
*Link to Financial Conduct Authority website. The FCA is the body to which IPSs are accountable [http://www.fca.org.uk/firms/firm-types/mutual-societies/industrial]
* Explanation of FCA requirement for annual reporting [https://www.fca.org.uk/firms/annual-returns-accounts-mutual-societies]

[[category:Policies, Procedures, Remits]]
[[category:Finance]]

Board Secretary

2024-05-28T13:11:06Z

NotNowCraig: Changed redirect target from Freegle Board Meeting Procedure to Company Secretary

#REDIRECT [[Company Secretary]]

Secretary

2024-05-28T13:10:36Z

NotNowCraig: Redirected page to Company Secretary

#REDIRECT [[Company Secretary]]

Freegle Board Meeting Procedure

2024-05-28T13:06:36Z

NotNowCraig: Removing Board Secretary role definition, as that's now on the Company Secretary page

This Remit and Procedure was initially agreed by the Board at their August 2014 meeting and reviewed in November 2021.

===Freegle Board Meeting Procedure===

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

====Before====
c.2 weeks before a board meeting, a Google doc is prepared covering:
* Agenda
* Details on how to attend
* Matters Arising

The [https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Freegle Board Timetable] contains a list of regular items which should be included in the agenda.

=====Main Agenda=====
The standing items are:
* Approval of Minutes of last meeting
* Review Declaration of interest
* Polls held and decisions made since last board meeting
* A section for each board member covering their actions and any items they wish to raise
* Other Business / AOB

=====Meeting Input=====
These consist of appropriate supporting content for each agenda item, for example:
* Reports or links to documents providing reports by role holders or officers (CTO, Media, Finance, etc)
* Explanatory notes and any information that would save time in the board meeting
* Resolution wording, if long
* The date of polls for items already voted on

====During====
* Meetings are usually held via online conferencing platforms such as Zoom
* They are usually held at 6:30pm
* The meeting schedule is held on the Freegle Board timetable
* Meeting Polls are conducted via a show of hands
* Polls prior to the meeting are conducted via the Freegle Board Group (https://groups.io/g/FreegleBoard/topics at October 2021) and will be recorded in the minutes of the next board

====After====
The board secretary will;
* arrange for agreement and distribution of the meeting minutes
* share the draft minutes with with the Board (currently via Groups.IO)
* publish the minutes on Central
* publish the minutes on the Freegle wiki

===Actions Log===
* The log of board actions is held in a separate document
* Currently: https://docs.google.com/spreadsheets/d/1ABPPp4qp3UwHImVcVVDyvr0iiXLjejJ0ic4N32Cbq8g/edit?usp=sharing
* The board agenda documents contain a summary or link to relevant, open actions

Agendas, Minutes and Action log are held in google drive.

=====Minutes=====
* Captured by the Board Secretary
* Agreed by the Board
* Shared with the board and the wider volunteer community
* Formally approved at the next board meeting

===Links===
*[[Freegle Board]]
*[[Document Approval Policy]]
*[https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Freegle Board Timetable]
*[https://drive.google.com/drive/folders/1W5e8IGRqRGT_7kb-opa6Lni-Sb5ObEFV?usp=sharing Google Drive folder containing agenda and minutes]
*[https://docs.google.com/spreadsheets/d/1rekWOVj9ryGx5hLHC2olMQOt7JfzanWbzkEmixJUizY/edit?usp=sharing 2022 Board Action Log]

[[category:Policies, Procedures, Remits]][[category:Freegle Board]]