Board Meeting Procedure: Difference between revisions

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This procedure was agreed by the Board at their meeting of 27th August 2014
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]].<br>
The full requirements for Director Board Meetings are in Rules 71 - 82
This page covers items that fall outside of that process


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


*Agenda  
*Agenda  
*Meeting Notes
*Minutes
*Minutes


There is a list on Trello for items to be added to the Agenda
To make admin easier, a separate document also details all actions.


====Main Agenda====
==Before the Meeting==
The standing items are:
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


*Minutes of last meeting
==Running the Meeting==
*Declaration of interest
*Meetings are usually held via video conferencing software such as Skype or Zoom
*Risk Register
*The meeting schedule is on the Freegle Board Group calendar with reminders set, beginning 2 weeks before
*Date of next meeting
*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.
====Consent Agenda====
*Previous Minuets are agreed at the meeting
This contains items where we have previously polled and there has been unanimous agreement on the decision
All items on the Consent Agenda can be grouped together so there only needs to be one resolution.
If there is any doubt about prior agreement the item goes on the Main Agenda


====Meeting Notes====  
==Decision Making==
These consist of appropriate notes on each agenda item, eg
===Decisions Made at the Board Meeting===
*Meeting Polls are conducted via a show of hands


*Reports or links to documents/Trello lists of reports by role holders or officers
===Decisions Made Between Board Meetings===
*Explanatory notes and any information that would save time in the board meeting
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.
*Resolution wording, if long
*The details of polls for items on the Consent Agenda items
 
===DURING===
*Meetings are usually held via video conferencing software such as Skype Chat or Zoom
*They are usually the last Wednesday of the month at 7.15
*The meeting schedule is on Trello and on the Freegle Board Group calendar with a reminder set for one day.
*Attendance for meetings is recorded from when a Director signs via Modtools Poll into the meeting and announces they are present.
*Meeting Polls are conducted electronically using software such as groups.ip
*[[Conflicts of Interest Procedure|Conflicts of interest]] are dealt with in accordance with the agreed procedure.
*The number of votes will be published for specific questions.  If a Director is standing for subsequent re-election then volunteers are welcome to ask questions about anything they like, including voting patterns, and the candidate will choose how to answer.
*Polls prior to the meeting are conducted via the Freegle Board Group other mutually approved poll software.


====Board Polls====
Board polls are conducted using software such as Groups.io.  A board poll typically has 4 response options:
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
*''Agree'' - the member agrees with the motion
*''Disagree'' - the member disagrees with the motion
*''Disagree'' - the member disagrees with the motion
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*''Abstain'' - the member does not wish to vote on the motion
*''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.
By convention, members who choose the ''Abandon'' or ''Abstain'' options provide an explanation for their choice.
 
===AFTER===
 
A transcript is taken of the Skype Chat
 
====Minutes====
*Produced  by the Board Secretary
*Agreed by the Chairman
*Polled on via the Board Group or other mutually approved poll software
 
If there is unanimous approval:
 
*They are put on the Wiki
*The Chairman posts on Central via Special Notices
*An item for approval is put on the Consent Agenda for the next meeting. 
 
If approval is not unanimous:


*The matter/s are discussed on the Board Group
==After the Board Meeting==
*The vote for approval is taken during the next meeting
*Minutes are produced and issued for review/comment
*When agreed, they are published to volunteers and added to Freegle Central/this wiki


====Action====
==Actions==
*Each Director has a list on Trello.
*Each Director's actions are listed in their section of the agenda
*Action items are put on lists after the meeting.
*An overall list of Action items is maintained in a separate document
*There is a list for items that have been done since the last  meeting.


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




Links:
Links:
* [[Board Role and Remit]]
*[[Board Role and Remit]]
*[[Board Standing Agenda]]
*[[Board Standing Agenda]]
*[[Board Agenda and Minutes Procedure]]
*[[Conflicts of Interest Procedure]]
*[[Conflicts of Interest Procedure]]
*[[Board Meeting Timetable]]
*[[Board Meeting Timetable]]

Latest revision as of 22:04, 11 November 2024

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 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:

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