Board Secretary: Difference between revisions

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




===BOARD SECRETARY ROLE===
===Board Secretary Role===


To be the administrative secretary for the Board, particularly in regard to managing Board Meetings.  
To be the administrative secretary for the Board, particularly in regard to managing Board Meetings.  
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This role is subject to the [[Named Role Holder Ending Term of Office Procedure]].
This role is subject to the [[Named Role Holder Ending Term of Office Procedure]].


===FREEGLE BOARD MEETING PROCEDURE===
 
===Freegle Board Meeting Procedure===


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


====BEFORE====
 
For each meeting a Google doc is prepared for
====Before====
c.2 weeks before a board meeting, a Google doc is prepared covering:
* Agenda  
* Agenda  
* Meeting Notes
* Details on how to attend
* Minutes
* Matters Arising
 
The [https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Freegle Board Timetable] contains a list of regular items which should be included in the agenda.


There is a list on Trello for items to be added to the Agenda


=====Main Agenda=====  
=====Main Agenda=====  
The standing items are:
The standing items are:
* Minutes of last meeting
* Approval of Minutes of last meeting
* Declaration of interest
* Review Declaration of interest
* Risk Register
* Polls held and decisions made since last board meeting
* Date of next meeting
* A section for each board member covering their actions and any items they wish to raise
* Other Business / AOB


=====Consent Agenda=====
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=====  
=====Meeting Input=====  
These consist of appropriate notes on each agenda item, eg
These consist of appropriate supporting content for each agenda item, for example:
* Reports or links to documents/Trello lists of reports by role holders or officers
* 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
* 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 date of polls for items already voted on
 


====DURING====
====During====
* Meetings are usually held by Skype Chat
* Meetings are usually held via online conferencing platforms such as Zoom
* They are usually the last Wednesday of the month at 7.30
* They are usually held at 6:30pm
* The meeting schedule is on Trello and on the Freegle Board Group calendar with a reminder set for one day
* The meeting schedule is held on the Freegle Board timetable
* Attendance for Skype Chat meetings is recorded from when a Director signs into the meeting and announces they are present.
* Meeting Polls are conducted via a show of hands
* Meeting Polls are conducted via: http://polls.modtools.org/
* 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
* Polls prior to the meeting are conducted via the Freegle Board Group


====AFTER====
A transcript is taken of the Skype Chat


=====Minutes=====
====After====
*Produced  by the Board Secretary
The board secretary will;
*Agreed by the Chairman
* arrange for agreement and distribution of the meeting minutes
*Polled on via the Yahoo Board Group
* share the draft minutes with with the Board (currently via Groups.IO)
* publish the minutes on Central
* publish the minutes on the Freegle wiki


If there is unanimous approval:
* 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:
===Actions Log===
* The matter/s are discussed on the Yahoo Group
* The log of board actions is held in a separate document
* The vote for approval is taken during the next meeting
* Currently: https://docs.google.com/spreadsheets/d/1ABPPp4qp3UwHImVcVVDyvr0iiXLjejJ0ic4N32Cbq8g/edit?usp=sharing
* The board agenda documents contain a summary or link to relevant, open actions


Action Points
Agendas, Minutes and Action log are held in google drive.
* Each Director has a list on Trello.
* Action items are put on lists after the meeting.
* 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.


=====Minutes=====
* Captured by the Board Secretary
* Agreed by the Board
* Shared with the board and the wider volunteer community
* Formally approved at the next board meeting




Links:
===Links===
*[[Freegle Board]]
*[[Freegle Board]]
*[[Document Approval Policy]]
*[[Document Approval Policy]]
*[https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Freegle Board Timetable]
*[https://drive.google.com/drive/folders/1W5e8IGRqRGT_7kb-opa6Lni-Sb5ObEFV?usp=sharing Google Drive folder containing agenda and minutes]
*[https://docs.google.com/spreadsheets/d/1rekWOVj9ryGx5hLHC2olMQOt7JfzanWbzkEmixJUizY/edit?usp=sharing 2022 Board Action Log]


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

Latest revision as of 18:41, 3 Ocak 2023

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


Board Secretary Role

To be the administrative secretary for the Board, particularly in regard to managing Board Meetings.

The Board Secretary will be appointed by the Board.

This role is subject to the Named Role Holder Ending Term of Office Procedure.


Freegle Board Meeting Procedure

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


Before

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

  • Agenda
  • Details on how to attend
  • Matters Arising

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


Main 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


Meeting Input

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


During

  • 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


After

The board secretary will;

  • arrange for agreement and distribution of the meeting minutes
  • share the draft minutes with with the Board (currently via Groups.IO)
  • publish the minutes on Central
  • publish the minutes on the Freegle wiki


Actions Log

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


Minutes
  • Captured by the Board Secretary
  • Agreed by the Board
  • Shared with the board and the wider volunteer community
  • Formally approved at the next board meeting


Links

Retrieved from ‘https://wiki3.ilovefreegle.org/index.php?title=Board_Secretary&oldid=53266’