SayPro

SayPro Guideline for conducting Quarterly Board meetings.

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by

cliffordlegodi
in

Introduction

A board of directors is an executive committee that jointly supervises the activities of an organization, which can be either a for-profit or a non-profit organization such as a business, non-profit organization, or a government agency.

It is a requirement for all brands within SayPro to conduct quarterly board meetings to inform the board about the quarterly organizational performance.

  1. APPOINT A MEETING ORGANIZER
  2. The board must appoint a meeting organizer that will be responsible for setting up the meeting.
  3. The person will be responsible for organizing the meeting and arranging all the logistics. In the case of SayPro, it can be an Administrator or a Secretary.
  •  CREATE A MEETING SCHEDULE
  • SayPro must create an annual board meeting schedule for boards that meet a set four times a year, quarterly, and circulate it a few months prior to year-end for comments.
  • The board meets quarterly, each quarterly meeting will be within the same two-week window every year.
  • The calendar will be circulated by the meeting organizer.
  • HAVE A WELL-DEVELOPED AGENDA
  • The agenda should be prepared and circulated for input at least two to three weeks before a board meeting.
  • Circulating the draft agenda well in advance ensures that any operational items requiring board approval, including significant upcoming expenditures, make it onto the agenda and get the timely consideration they require.

SayPro will follow this Draft Agenda in conducting Quarterly Board Meeting

Agenda

  1. Welcome & Purpose
  2. Apologies
  3. Quarterly Performance
  4. Quarterly Expenditure report
  5. Compliance
  6. Q&A
  7. Any other business of the day
  8. Date for the next board meeting
  •  APPOINT A RECORDING SECRETARY
  • SayPro must appoint an individual for taking meeting minutes.
  • The recording secretary should have, at minimum, basic knowledge of meeting minute best practices.
  • The format of the meeting minutes should be consistent, and the language should be clear, concise, and accurate, as well as neutral in tone. In addition, the meeting minutes should be cleaned up and circulated for review as soon as possible after the meeting to ensure everyone has a fresh memory when they review them.
  • The template minutes can include things like a section for listing the people in attendance, headings for the items to be discussed, and draft resolution language for decisions to be made.
  • To further assist the recording secretary with taking minutes, the recording secretary should be provided a hard copy of the board meeting agenda with the draft resolution language under each item that requires board approval.
  •  ENSURE PARTICIPANTS ARE PREPARED
  • Board members must be informed and prepared to attend board meetings on time.
  • Calendar invites must be circulated for the board to add the dates to their calendars
  • Set reminders to remind board members regarding the board meeting
  • Communicate any changes in advance to allow board members to plan their dates ahead
  • APPOINT A MEETING CHAIR
  • A chairperson must be appointed.
  • This person will be responsible for conducting the board meeting while maintaining order and leading the meeting.
  • Any speaker will be given a platform to speak by the chairperson
  • The chairperson will be appointed by the board and this role can be rotated.
  • A chairperson has to be someone with experience and knowledge in chairing formal meetings.
  • create AN ACTION ITEM LIST
  • In connection with the recording secretary’s preparation of the meeting minutes, they should also prepare a list of all action items arising out of the meeting.
  • This list should include a short description of each action item, the responsible party, and the timeline for completion.
  • The action item list from the last meeting can be reviewed at each subsequent meeting so that progress is actively monitored and tracked.
  • Action lists will be reviewed at the following board meeting.
  • LOGISTICal Arrangement

A final way to improve your meetings is to spend some time thinking about the logistics of the meeting beforehand. This includes considering:

  • Timing (if your overall estimated time is more than a few hours,
  • you may want to provide refreshments so that people don’t lose focus).
  • Chargers (if your participants rely on electronic materials, you might need a power bar to make sure there are enough plugs in the room); 
  • presentation requirements (if someone external is coming in, is there any connection?
  • The size of the room and the number of seats available (if guests join the meeting, will there be enough room for everyone to sit?)
  • Arrange transport for those that are traveling from long distances.

Evidence Required post board Meeting

  • I need the following including the documents received.
  • Board Meeting Minutes of the Meeting
  • Attendance Register for physical participants
  • Attendance Register for the Virtual Attendees
  • Quarterly Report
  • Pictures and Videos The picture must show the virtual attendees. Also, the records for the virtual attendees
  • Agenda
  • Meeting Invitation Link and Email for the invitation to all delegates or participants.
  • Invitation (received in Word instead of PDF
  • If not done this way. The event must be rescheduled as the evidence emailed to me does not present an AGM. I also did not receive the invitation.

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