Board Agenda and Minutes Procedure - Revision history

Jacky: Protected "Board Agenda and Minutes Procedure" ([Edit=Allow only administrators] (indefinite) [Move=Allow only administrators] (indefinite))

2024-11-28T11:55:29Z

Protected "Board Agenda and Minutes Procedure" ([Edit=Allow only administrators] (indefinite) [Move=Allow only administrators] (indefinite))

← Older revision	Revision as of 11:55, 28 November 2024
(No difference)

Jacky at 11:55, 28 November 2024

2024-11-28T11:55:12Z

← Older revision		Revision as of 11:55, 28 November 2024
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	#* Items from Board Timetable		#* 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)		#* 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.		# Amend access in Google Drive (via the SHARE option) so that each board member has EDITOR access to the document. Also give EDITOR access for the Development Coordinator.

	====Update the Event in the Board Calendar to Include a Link to the Agenda====		====Update the Event in the Board Calendar to Include a Link to the Agenda====
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	# Create a new Minutes document (either from scratch, or based on previous minutes)		# Create a new Minutes document (either from scratch, or based on previous minutes)
	# Add in a link to the Agenda (see previous steps)		# 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		# Amend access in Google Drive (via the SHARE option) so that each board member has COMMENTER access to the document

	====Share Draft Agenda With the Board and FSC ====		====Share Draft Agenda With the Board and FSC ====

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

2024-11-28T09:47:25Z

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

Jacky: /* Produce Skeleton Meeting Agenda */

2024-11-27T13:28:43Z

Produce Skeleton Meeting Agenda

← Older revision		Revision as of 13:28, 27 November 2024
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	#* Items from Board Timetable		#* 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)		#* 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		# Amend access so that each board member has EDITOR access to the document. Also give access for Development Coordinator.

	====Update the Event in the Board Calendar to Include a Link to the Agenda====		====Update the Event in the Board Calendar to Include a Link to the Agenda====

Jacky: Removed protection from "Board Agenda and Minutes Procedure"

2024-11-26T10:19:12Z

Removed protection from "Board Agenda and Minutes Procedure"

← Older revision	Revision as of 10:19, 26 November 2024
(No difference)

Jacky: Protected "Board Agenda and Minutes Procedure" ([Edit=Allow only administrators] (indefinite) [Move=Allow only administrators] (indefinite))

2024-11-11T22:03:32Z

Protected "Board Agenda and Minutes Procedure" ([Edit=Allow only administrators] (indefinite) [Move=Allow only administrators] (indefinite))

← Older revision	Revision as of 22:03, 11 November 2024
(No difference)

Jacky: /* 1 Week Before the Meeting */

2024-11-05T19:53:52Z

1 Week Before the Meeting

← Older revision		Revision as of 19:53, 5 November 2024
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	===1 Week Before the Meeting===		===1 Week Before the Meeting===
	# Send a message on Freegle Central highlighting that the board meeting will take place		# 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		#* Our volunteers can attend as observers


	===At the Meeting===		===At the Meeting===

Jacky: /* Update the Action Log */

2024-11-05T08:45:57Z

Update the Action Log

← Older revision		Revision as of 08:45, 5 November 2024
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	# Add in any new actions, assigning appropriate identifiers (and putting that identifier into the minutes)		# 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		# 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		#* 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)		# 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)

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

2024-11-04T19:53:44Z

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

← Older revision		Revision as of 19:53, 4 November 2024
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	#* Actions for each board member (held in the separate action log document. Google Docs can make this a bit fiddly to do)		#* 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		# 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 Skeleton Meeting Minutes====

NotNowCraig: Link to template

2024-10-31T10:53:02Z

Link to template

← Older revision		Revision as of 10:53, 31 October 2024
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	====Issue the Minutes and Updated Action Log for Review====		====Issue the Minutes and Updated Action Log for Review====
	# Via a message to the board discussion group, copied to the Finance Subcommittee (FSC)		# Via a message to the board discussion group, copied to the Finance Subcommittee (FSC)
	#* ~~Sample Email~~ can ~~be found here~~		#* 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		#* It is helpful to also paste a copy of open actions and note any financial commitments in the message body

← Older revision		Revision as of 09:47, 28 November 2024
Line 29:		Line 29:
	#* Items from Board Timetable		#* 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)		#* 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. Also give access for Development Coordinator.		# 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====		====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!)		# 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 Skeleton Meeting Minutes====
	# Create a new Minutes document (either from scratch, or based on previous minutes)		# Create a new Minutes document (either from scratch, or based on previous minutes)
	# Add in a link to the Agenda (see previous steps)		# Add in a link to the Agenda (see previous steps)
	# Amend access so that each board member has ~~COMMENTATOR~~ access to the document		# 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 ====		====Share Draft Agenda With the Board and FSC ====
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	===2 Weeks After the Meeting===		===2 Weeks After the Meeting===
	====~~Update~~ the ~~Action Log~~====		====Finalise the Draft Minutes and Publish to Central and the Wiki====
	# Deal with any feedback received on the minutes and actions		# Deal with any feedback received on the minutes and actions
	# Remove COMMENTATOR access from the minutes document		# Remove COMMENTATOR access from the minutes document