Board Agenda and Minutes Procedure

This procedure was agreed by the Board at their meeting of 5th November 2024

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

Triggers

Board meetings are held on a scheduled basis (normally once per month). The dates for the following year's meetings are normally agreed at the December board meeting.
Currently, they are normally held on the first Tuesday of a month at 6:30pm. They are normally held via Zoom video conference.

Responsibilities

The Board Secretary is responsible for producing the overall Agenda and Minutes
Board Members are responsible for providing updates on their actions and any relevant reports and suggesting amendments to the minutes

Inputs

• Previous Board Meeting Minutes
• Board Agenda Template
• Action Log
• Board Timetable

Outputs

• Agreed Agenda and Minutes

Process

Except where stated, the following steps are all undertaken by the Board Secretary

2 Weeks Before the Meeting

Produce Skeleton Meeting Agenda

1. Create a new Agenda Document based on the Template
2. Update the standard elements marked with "{BoardSecretary}", which will include:
   • Link to previous Minutes Document
   • 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)
3. 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

1. 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

1. Create a new Minutes document (either from scratch, or based on previous minutes)
2. Add in a link to the Agenda (see previous steps)
3. Amend access so that each board member has COMMENTATOR access to the document

Share Draft Agenda With the Board and FSC

1. Via a message to the board and FSC discussion groups
   • You can base this on the Share Board Agenda Template

Update the Freegle Wiki with Links to the Agenda

1. Update the relevant Category:Freegle Board Minutes page with a link to the agenda

Provide Reports and Updates on Actions

Note: This step is undertaken by Board Members

1. Update the Agenda as appropriate
   • Sections for each board member can be found by searching on their initials enclosed in "{}"

1 Week Before the Meeting

1. 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

At the Meeting

Remove Access to the Agendas

1. At the start of the meeting, it is good practice to remove EDITOR access to the agenda from the board members
   • This ensures that the agenda is fixed at the start of the meeting and everyone is reviewing the same document
   • However, this can cause problems as sometimes board members try to type updates during the meeting

Take Minutes

• Make sure you have clarity on any actions or decisions made - ask for clarity if you aren't sure
• Most meetings are held via video conference which can normally be recorded, allowing you to review the discussion later
• The Minutes have a section at the end detailing the duration and recording any financial decisions. Make sure you capture this information during the meeting

Shortly After the Meeting

Update the Action Log

1. Add in any new actions, assigning appropriate identifiers (and putting that identifier into the minutes)
2. Add in the closed date for any actions which were closed
   • Currently, closed actions aren't shown due to a FILTER in the column. You should update the filter to include this new closed date
3. 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)

Issue the Minutes and Updated Action Log for Review

1. Via a message to the board discussion group, copied to the Finance Subcommittee (FSC)
   • 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

Review and Provide Updates to the Minutes and Actions

1. Board members should review and provide any updates

2 Weeks After the Meeting

Update the Action Log

1. Deal with any feedback received on the minutes and actions
2. Remove COMMENTATOR access from the minutes document
3. Post the final minutes in a message on Freegle Central
4. Update the relevant Category:Freegle Board Minutes page with a link to the minutes document and post on Freegle Central

Links:

• Rules
• Freegle Board Timetable
• Board Agenda and Minutes folder
• Category:Freegle Board Minutes