Freegle Board Meeting Procedure

This Remit and Procedure was initially agreed by the Board at their August 2014 meeting and reviewed in November 2021.

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

c.2 weeks before a board meeting, a Google doc is prepared covering:

The Freegle Board Timetable contains a list of regular items which should be included in the agenda.

Share Board Minutes Template offers a suggested email to be used when sending to relevant people for input into the Agenda.

The standing items are:

Approval of Minutes of last meeting
Review Declaration of interest
Polls held and decisions made since last board meeting
A section for each board member covering their actions and any items they wish to raise
Other Business / AOB

These consist of appropriate supporting content for each agenda item, for example:

Reports or links to documents providing reports by role holders or officers (CTO, Media, Finance, etc)
Explanatory notes and any information that would save time in the board meeting
Resolution wording, if long
The date of polls for items already voted on

Links:

Meetings are usually held via online conferencing platforms such as Zoom
They are usually held at 6:30pm
The meeting schedule is held on the Freegle Board timetable
Meeting Polls are conducted via a show of hands
Polls prior to the meeting are conducted via the Freegle Board Group (https://groups.io/g/FreegleBoard/topics at October 2021) and will be recorded in the minutes of the next board

The board secretary will;

The log of board actions is held in a separate document
Currently: https://docs.google.com/spreadsheets/d/1ABPPp4qp3UwHImVcVVDyvr0iiXLjejJ0ic4N32Cbq8g/edit?usp=sharing
The board agenda documents contain a summary or link to relevant, open actions

Agendas, Minutes and Action log are held in google drive.

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