The board meet quarterly (March, June, September and December).
Dates are agreed at the March meeting for the whole year and a structure is in place from the start of the year. Any additional meeting may be called in between if circumstances dictate (and a round robin decision is inappropriate) with one weeks’ notice.
The Board also has a Finance Committee (which includes the HR Committee), which is chaired by the Treasurer, which takes a more detailed look at the financial and risk reports of the organisation. Including the accounts, investments and staffing. This ensures a detailed review has taken place prior to the Board meeting – the Finance Committee reports into the Board, and has a clear Terms of Reference.
The Board meeting usually includes all of the senior management team for the duration of the meeting, who attend and take part in discussions but do not vote.
Each Board meeting has recurring agenda items of: –
In addition to the recurring agenda items, each meeting will have a specific role to complete.
Currently these are:
March meeting – to discuss and approve the strategic plan and budget for the following financial year and review HR matters – staffing plans and cost of living increases, etc.
June meeting – to consider our work within the sector – usually to include a presentation by a member of the team on a new or on-going project.
September meeting – to incorporate the preparation for the AGM and approve the annual accounts and to review performance against the strategic plan.
December meeting – to discuss and review Trustee matters, including recruitment, Skills review, ‘How did we do’, refresh any governance forms/guidance, etc. and to discuss and decide Strategic Direction, planning for the following 12 months, meet with staff team, etc.
