Freegle Board Meeting Procedure: Difference between revisions

From Freegle Wiki
← Older edit
No edit summary
Wiki revamp: restructure & modernise
 
(9 intermediate revisions by 3 users not shown)
Line 1: Line 1:
{{Archive|reason=Board meeting procedure/agenda page.}}
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===


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


====Before====
====Before====
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.


=====Main Agenda=====  
=====Main Agenda=====  
Line 29: Line 20:
* 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 Input=====  
=====Meeting Notes=====  
These consist of appropriate supporting content for each agenda item, for example:
These consist of appropriate notes on each agenda item, for example:
* Reports or links to documents providing reports by role holders, officers, portfolio holders and Working Groups
* 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]]
*[[Society Secretary]], section on Board Secretary


====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) and will be recorded in the minutes of the next board
* 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


===Actions Log===
===Actions Log===
Line 62: Line 55:


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


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


===Links===
===Links===
Line 76: Line 68:
*[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:Freegle Board Meetings]]

Latest revision as of 12:00, 17 July 2026

🗄️ Archived / historic. Board meeting procedure/agenda 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 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:

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
  • 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

Retrieved from "https://wiki.ilovefreegle.org/index.php?title=Freegle_Board_Meeting_Procedure&oldid=56684"