# Directors meetings 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 --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://handbook.thebristolcable.org/staff-guides/learnings/meeting.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.