New Director Procedure

This procedure is the responsibility of the Company Secretary or a director designated prior to the election.

DIRECTOR RETIREMENT

Resignation Mid Term

(see Directors_Ending_Term_of_Office_Procedure for full procedures relating to resignation process)

• The Director is to be given a 7 day “cooling off” period before the resignation is accepted by the Board.
• Central is informed when the resignation has been accepted.
• The Returning Officers are emailed for information and in case an election is needed. Although the Board has the power to co-opt new members, an election might throw up new candidates.

Resignation and Retirement

• The Directors are asked to leave the Board discussion Group and any other Director-only groups.
• Access removed to Confidential Details Google document.
• Access removed from Black Box
• Access removed from Membership Register.
• Passwords changed for gmail accounts and any specific passwords relating to a position as official/role holder.
• Officers to change passwords and remove access if applicable.
• Financial Director to inform bank and/or HMRC of change of authorised official/responsible person if appropriate.
• Update Teams section on ModTools, including the bio that appears on ilovefreegle.org/about
• Delete section from Declarations of Interest

DIRECTOR APPOINTMENT

• Ask Directors to read:

https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/597664/Fit-and-proper-persons-helpsheet-and-declaration.pdf

and email the Company Secretary to confirm that they are eligible.

• Give access to Confidential Details and ask Director/s to provide their details.
• Give access to Board discussion group and Membership Register.
• Financial Director to inform bank and, if appropriate, inform HMRC of change of authorised official/responsible person.
• Update Teams section on ModTools
• Complete Declarations of Interest section
• Update wiki
• Complete the annual 'fit and proper persons' form.

Miscellaneous Tasks

• Ensure all named Director roles are appointed - Freegle Board#Roles
• Ensure someone is responsible for Checking trademark applications.
• Ensure wiki page Freegle_Board and Modtools Teams section is updated.

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