View source for Freegle Board Meeting Procedure

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.

[[Share Board Minutes Template]] offers a suggested email to be used when sending to relevant people for input into 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, officers, portfolio holders and Working Groups
* 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


Links:
*[[Share Board Minutes Template]]
*[[Society Secretary]], section on Board Secretary

[[category:Freegle Board Meetings]]

====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
* Must include any financial decisions and/or appointments/elections of officers and role holders
* 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]]