Board Meeting Procedure
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:
