Board Meeting Procedure: Difference between revisions
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NotNowCraig (talk | contribs) (Updated to reflect what we actually do at board meetings) |
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*Agenda | *Agenda | ||
*Minutes | *Minutes | ||
To make admin easier, a separate document details all actions. | |||
====Main Agenda==== | ====Main Agenda==== | ||
| Line 16: | Line 17: | ||
*Minutes of last meeting | *Minutes of last meeting | ||
*Declaration of interest | *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 | *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 details 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 via video conferencing software such as Skype or Zoom | *Meetings are usually held via video conferencing software such as Skype or Zoom | ||
*They are usually the | *They are usually the first Tuesday of the month at 6:30 | ||
*The meeting schedule is on the Freegle Board Group calendar with | *The meeting schedule is on the Freegle Board Group calendar with reminders set, beginning 2 weeks before | ||
*Attendance for meetings is recorded from when | *Attendance for meetings is recorded from when an attendee joins via video conference | ||
*Meeting Polls are conducted | *Meeting Polls are conducted via a show of hands | ||
*[[Conflicts of Interest Procedure|Conflicts of interest]] are dealt with in accordance with the agreed procedure. | *[[Conflicts of Interest Procedure|Conflicts of interest]] are dealt with in accordance with the agreed procedure. | ||
====Board Polls==== | ====Board Polls Outside of Board Meetings==== | ||
Board polls are conducted using software such as Groups.io. A board poll typically has 4 response options: | 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 | *''Agree'' - the member agrees with the motion | ||
| Line 55: | Line 52: | ||
====Minutes==== | ====Minutes==== | ||
*Produced by the Board Secretary | *Produced by the Board Secretary | ||
*Agreed by the | *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. | |||
* | |||
*An item for approval is put on the | |||
==== | ====Actions==== | ||
*Each Director | *Each Director's actions are listed in their section of the agenda | ||
*Action items | *An overall list of Action items is maintained in a separate document | ||
Transcript, Agenda, Minutes and Notes are filed in the directors@ google drive. | Transcript, Agenda, Minutes and Notes are filed in the directors@ google drive. | ||
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:
