Freegle Board Meeting Procedure: Difference between revisions

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(Updated to reflect current board secretary process when Craig took over the role in October 2021)
m (Protected "Freegle Board Meeting Procedure": Board-approved page ([Edit=Allow only administrators] (indefinite) [Move=Allow only administrators] (indefinite)))
 
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This Remit and Procedure was initially agreed by the Board at their August 2014 meeting and reviewed in November 2021.
This Remit and Procedure was initially agreed by the Board at their August 2014 meeting and reviewed in November 2021.
===Board Secretary Role===
To be the administrative secretary for the Board, particularly in regard to managing Board Meetings.
The Board Secretary will be appointed by the Board.
This role is subject to the [[Named Role Holder Ending Term of Office Procedure]].


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




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




=====Meeting Notes=====  
=====Meeting Input=====  
These consist of appropriate notes on each agenda item, for example:
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)
* 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
* Explanatory notes and any information that would save time in the board meeting
* Resolution wording, if long
* Resolution wording, if long
* The date of polls for items on the Consent Agenda items
* The date of polls for items already voted on
 
 
Links:
*[[Share Board Minutes Template]]
*[[Company Secretary]], section on Board Secretary


[[category:Freegle Board Meetings]]


====During====
====During====
* Meetings are usually held via online conferencing platforms such as Zoom
* Meetings are usually held via online conferencing platforms such as Zoom
* They are usually held at 6pm
* They are usually held at 6:30pm
* The meeting schedule is held on the Freegle Board timetable  
* The meeting schedule is held on the Freegle Board timetable  
* Meeting Polls are conducted via a show of hands
* 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)
* 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====
====After====
* The board secretary will arrange for agreement and distribution of the meeting minutes:
The board secretary will;
* Shared with the Board (currently via Groups.IO)
* arrange for agreement and distribution of the meeting minutes
* Published on Central
* share the draft minutes with with the Board (currently via Groups.IO)
* Published on the Freegle wiki
* publish the minutes on Central
* publish the minutes on the Freegle wiki




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=====Minutes=====
=====Minutes=====
* Captured by the Board Secretary
* Captured by the Board Secretary
* Agreed by the Chairman
* Agreed by the Board
* Shared with the board and the wider volunteer community
* Shared with the board and the wider volunteer community
* Formally approved at the next board meeting
* Formally approved at the next board meeting
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*[https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Freegle Board Timetable]
*[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://drive.google.com/drive/folders/1W5e8IGRqRGT_7kb-opa6Lni-Sb5ObEFV?usp=sharing Google Drive folder containing agenda and minutes]
[https://docs.google.com/spreadsheets/d/1ABPPp4qp3UwHImVcVVDyvr0iiXLjejJ0ic4N32Cbq8g/edit?usp=sharing 2021 Board Action Log]
*[https://docs.google.com/spreadsheets/d/1rekWOVj9ryGx5hLHC2olMQOt7JfzanWbzkEmixJUizY/edit?usp=sharing 2022 Board Action Log]


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

Latest revision as of 17:25, 14 November 2024

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 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 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


Links:

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

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

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