Board Secretary: Difference between revisions
From Freegle Wiki
Jump to navigationJump to search
NotNowCraig (talk | contribs) (Updated to reflect current board secretary process when Craig took over the role in October 2021) |
NotNowCraig (talk | contribs) (board meetings now normally start at 6:30pm) |
||
| (3 intermediate revisions by the same user not shown) | |||
| Line 19: | Line 19: | ||
c.2 weeks before a board meeting, a Google doc is prepared covering: | c.2 weeks before a board meeting, a Google doc is prepared covering: | ||
* Agenda | * Agenda | ||
* | * Details on how to attend | ||
* Matters Arising | * Matters Arising | ||
| Line 29: | Line 29: | ||
* Approval of Minutes of last meeting | * Approval of Minutes of last meeting | ||
* Review Declaration of interest | * Review Declaration of interest | ||
* | * Polls held and decisions made since last board meeting | ||
* AOB | * A section for each board member covering their actions and any items they wish to raise | ||
* Other Business / AOB | |||
=====Meeting | =====Meeting Input===== | ||
These consist of appropriate | 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) | * 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 date of polls for items already voted on | ||
====During==== | ====During==== | ||
* Meetings are usually held via online conferencing platforms such as Zoom | * Meetings are usually held via online conferencing platforms such as Zoom | ||
* They are usually held at | * They are usually held at 6:30pm | ||
* The meeting schedule is held on the Freegle Board timetable | * The meeting schedule is held on the Freegle Board timetable | ||
* Meeting Polls are conducted via a show of hands | * 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) | * 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==== | ====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 | |||
| Line 66: | Line 68: | ||
=====Minutes===== | =====Minutes===== | ||
* Captured by the Board Secretary | * Captured by the Board Secretary | ||
* Agreed by the | * Agreed by the Board | ||
* Shared with the board and the wider volunteer community | * Shared with the board and the wider volunteer community | ||
* Formally approved at the next board meeting | * Formally approved at the next board meeting | ||
| Line 76: | Line 78: | ||
*[https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Freegle Board Timetable] | *[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://drive.google.com/drive/folders/1W5e8IGRqRGT_7kb-opa6Lni-Sb5ObEFV?usp=sharing Google Drive folder containing agenda and minutes] | ||
[https://docs.google.com/spreadsheets/d/ | *[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
- 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.
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
