Board Meeting Procedure
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:
