Directors Meetings

Directors meetings are any quorate meetings at which board-level decisions can be made. They may also be known as Members meetings.

Non-members are not expected to attend, but are welcome as observers.

Coordination Meetings

We hold short (up to 2 hours) coordination meetings approximately every two weeks. We use this time to monitor delegated activities, and to prepare for upcoming board decisions.

The agenda should provide an opportunity to:

  • Review the decision pipeline for awareness of upcoming and in-progress decisions.
  • Hear updates from or provide input to subgroups on delegated activity as needed.
  • Hear updates on strategic matters, as needed.
  • Hear updates on financial information, as needed.
  • Ask questions on upcoming or in-progress decisions.
  • Hold exploratory discussions on upcoming or in-progress decisions.
  • Make ad-hoc board decisions.

The agenda may also provide space for:

  • Updates on operational matters that may be of interest.
  • Updates on delivery work or business development.
  • Exploratory discussions on delegated matters.

Ordinary General Meetings

We hold Ordinary General Meetings (OGMs) quarterly. These are shorter meetings (half to one hour), and we use this time to make formal resolutions, and to celebrate progress of the previous quarter.

The agenda should provide an opportunity to:

  • Make sure we all have clarity on the progress of work in all areas, against the various groups’ plans/targets/goals.
  • Hear exceptional reporting against the financial forecast, if needed.
  • Formally approve new terms of reference or changes to an existing terms of reference.
  • Formally approve changes to any business strategy.
  • Formally approve changes to existing policies.

Annual General Meeting

Our Annual General Meeting (AGM) occurs once a year, towards the end of the calendar year. We use this time for setting expectations around the upcoming year’s Member priorities and board decisions.

The agenda should provide an opportunity to:

  • Review and reflect on the progress of the business.
  • Review our compliance and risk mitigations.
  • Hear year ahead plans from all work areas, including subgroups and delivery work.
  • Formally approve new policies.
  • Formally approve new companywide strategies or plans.