Board Meeting Procedure: Difference between revisions

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(Updated to reflect what we actually do at board meetings)
 
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*Agenda  
*Agenda  
*Meeting Notes
*Minutes
*Minutes


There is a list on Trello for items to be added to the Agenda
To make admin easier, a separate document details all actions.


====Main Agenda====  
====Main Agenda====  
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*Minutes of last meeting
*Minutes of last meeting
*Declaration of interest
*Declaration of interest
*Risk Register
*Membership Changes
*Date of next meeting
*Items from the Board Timetable
 
*Updates from each Board Member and Officer
====Consent Agenda====
*Confirmation of date of next meeting
This contains items where we have previously polled and there has been unanimous agreement on the decision
All items on the Consent Agenda can be grouped together so there only needs to be one resolution.
If there is any doubt about prior agreement the item goes on the Main Agenda
 
====Meeting Notes====
These consist of appropriate notes on each agenda item, eg


The agenda will also include:
*Reports or links to documents/Trello lists of reports by role holders or officers
*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
*Explanatory notes and any information that would save time in the board meeting
*Resolution wording, if long
*Resolution wording, if long
*The date of polls for items on the Consent Agenda items
*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===
===DURING===
*Meetings are usually held by Skype Chat
*Meetings are usually held via video conferencing software such as Skype or Zoom
*They are usually the last Wednesday of the month at 7.30
*They are usually the first Tuesday of the month at 6:30
*The meeting schedule is on Trello and on the Freegle Board Yahoo Group calendar with a reminder set for one day
*The meeting schedule is on the Freegle Board Group calendar with reminders set, beginning 2 weeks before
*Attendance for Skype Chat meetings is recorded from when a Director signs via Modtools Poll into the meeting and announces they are present.
*Attendance for meetings is recorded from when an attendee joins via video conference
*Meeting Polls are conducted via: http://polls.modtools.org/
*Meeting Polls are conducted via a show of hands
*The number of votes will be published for specific questions.  If a Director is standing for subsequent re-election then volunteers are welcome to ask questions about anything they like, including voting patterns, and the candidate will choose how to answer.
*[[Conflicts of Interest Procedure|Conflicts of interest]] are dealt with in accordance with the agreed procedure.
*Polls prior to the meeting are conducted via the Freegle Board Yahoo Group
 
====Board Polls Outside of Board Meetings====
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===
===AFTER===
A transcript is taken of the Skype Chat


====Minutes====
====Minutes====
*Produced  by the Board Secretary<br>
*Produced  by the Board Secretary
*Agreed by the Chairman<br>
*Agreed by the Chair
*Polled on via the Yahoo Board Group<br>
*Issued to the Board Group for comment/review
 
*Published to volunteers on Central and links added to this wiki
If there is unanimous approval:
*An item for approval is put on the Agenda for the next meeting.   
 
*They are put on the Wiki
*The Chairman posts on Central via Special Notices
*An item for approval is put on the Consent Agenda for the next meeting.   
 
If approval is not unanimous:


*The matter/s are discussed on the Yahoo Group
*The vote for approval is taken during the next meeting


====Action====
====Actions====
*Each Director has a list on Trello.
*Each Director's actions are listed in their section of the agenda
*Action items are put on lists after the meeting.
*An overall list of Action items is maintained in a separate document
*There is a list for items that have been done since the last  meeting.


Transcript, Agenda, Minutes and Notes are filed in the directors@ google drive.
Transcript, Agenda, Minutes and Notes are filed in the directors@ google drive.
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* [[Board Role and Remit]]
* [[Board Role and Remit]]
*[[Board Standing Agenda]]
*[[Board Standing Agenda]]
*[[Conflicts of Interest Procedure]]
*[[Board Meeting Timetable]]
*[[Rules]]
*[[Rules]]
*[[Glossary]]
*[[Glossary]]
*[[Document Approval Policy]]
*[[Document Approval Policy]]


[[category: Policies, Procedures, Remits]] [[Category:Freegle Board]]
[[category: Policies, Procedures, Remits]] [[Category:Freegle Board Meetings]]

Latest revision as of 09:53, 25 October 2023

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

BEFORE

For each meeting a Google doc is prepared for

  • Agenda
  • Minutes

To make admin easier, a separate document details all actions.

Main Agenda

The standing items are:

  • Minutes of last meeting
  • Declaration of interest
  • Membership Changes
  • Items from the Board Timetable
  • Updates from each Board Member and Officer
  • Confirmation of date of next meeting

The agenda will also include:

  • 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
  • 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
  • Attendance for meetings is recorded from when an attendee joins via video conference
  • Meeting Polls are conducted via a show of hands
  • Conflicts of interest are dealt with in accordance with the agreed procedure.

Board Polls Outside of Board Meetings

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

Minutes

  • 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

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

Transcript, Agenda, Minutes and Notes are filed in the directors@ google drive.


Links:

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