Board Meeting Procedure: Difference between revisions

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(Updated to reflect what we actually do at board meetings)
(Removed much of the procedure done by the scretary, as that's now on a seperate page. Restructed the rest to try to make it read better.)
 
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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


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*Minutes
*Minutes


To make admin easier, a separate document details all actions.
To make admin easier, a separate document also details all actions.
 
====Main Agenda====
The standing items are:


*Minutes of last meeting
==Before the Meeting==
*Declaration of interest
An Agenda is produced and shared ahead of the meeting
*Membership Changes
A notice should be sent to Freegle Central highlighting that the meeting is taking place
*Items from the Board Timetable
*Updates from each Board Member and Officer
*Confirmation of date of next meeting


The agenda will also include:
==Running the Meeting==
*Reports or links to documents/Trello lists of reports by role holders or officers
*Explanatory notes and any information that would save time in the board meeting
*Resolution wording, if long
*The details of polls for items on the Consent Agenda items
 
====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.
 
===DURING===
*Meetings are usually held via video conferencing software such as Skype or Zoom
*Meetings are usually held via video conferencing software such as Skype or Zoom
*They are usually the first Tuesday of the month at 6:30
*The meeting schedule is on the Freegle Board Group calendar with reminders set, beginning 2 weeks before
*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
*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.
*Previous Minuets are agreed at the meeting
==Decision Making==
===Decisions Made at the Board Meeting===
*Meeting Polls are conducted via a show of hands
*Meeting Polls are conducted via a show of hands
*[[Conflicts of Interest Procedure|Conflicts of interest]] are dealt with in accordance with the agreed procedure.


====Board Polls Outside of Board Meetings====
===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:
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
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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===
==After the Board Meeting==
 
*Minutes are produced and issued for review/comment
====Minutes====
*When agreed, they are published to volunteers and added to Freegle Central/this wiki
*Produced  by the Board Secretary
*Agreed by the Chair
*Issued to the Board Group for comment/review
*Published to volunteers on Central and links added to this wiki
*An item for approval is put on the Agenda for the next meeting. 
 


====Actions====
==Actions==
*Each Director's actions are listed in their section of the agenda
*Each Director's actions are listed in their section of the agenda
*An overall list of Action items is maintained in a separate document
*An overall list of Action items is maintained in a separate document


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 10:37, 31 October 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: