Directors meetings

The bimonthly directors meeting on the last Wednesday of the month

The directors is a bimonthly meeting on the last Wednesday of the month. It's the main opportunity for the Cable's directors to have contact with the rest of the board and to scrutinise what the coordinators are doing.

Preparation

Every meeting needs a chair and a minuter, the chair will be a director and generally a coordinator has taken minutes.

Timeline

4 weeks before

Create the skeleton agenda by copying the one from the previous meeting. Collate all the actions recorded in the "Previous actions" section and send reminders to any coordinators who have actions to do.

Send out an initial email to directors notifying them about the upcoming meeting with the following information:

• A link to the new skeleton agenda, inviting directors to add agenda items.

• Ask for apologies from those who can't attend, this is important so you have an idea of how many people will be at the meeting and can be sure it will be quorate.

• If a chair has not been nominated for the meeting ask for a volunteer for that too.

Send a notification to the coordinators on Slack about the next meeting, requesting any agenda items be added to the skeleton agenda

3 weeks before

Essentially the same notifications as in 4 weeks before to the coordinators and directors. Generally the agenda should be complete with any reading materials 2 weeks before, so this should be their final opportunity to get stuff in there.

You should check how the agenda is looking at this point, if it looks a bit empty put a bit more pressure on the team, if it's a bit full maybe see what can be moved to a different forum (e.g. director asks for update about a project, maybe this could just be an email?)

2 weeks before

The agenda should be ready, including any reading materials. In practice there is a bit of leeway here with reading materials but the agenda should be finalised.

1 week before

Any remaining reading materials must be sent by now, finalise who from the coordinators team will attend

2 days before

Just another quick reminder to directors and coordinators

On the day

• Tidy office

• Tell team it’s happening

• Get office snacks and make tea/coffee

• Get projector ready