TS-BGS-01
Trust & Stewardship
Board Governance & Strategy
CORE
Compliance
v2.9.7
Trustee board meetings are scheduled, quorate, and minuted
This criterion evaluates whether trustees hold quorate, regularly scheduled meetings with timely papers and properly approved minutes. It ensures minutes record attendees, declarations of interest, decisions with rationale, dissent, and action owners while applying data minimization principles (avoiding excessive personal data). Minutes are secured in line with UK GDPR/Data Protection Act with defined retention and access controls.
Assessment Questions
- How is the meeting schedule determined, and does it align with the organization's size and risk profile?
- What is the process for preparing and distributing meeting agendas and supporting papers?
- How do you ensure minutes capture necessary decisions/rationale while avoiding excessive personal data (data minimization)?
- What system is used to track and ensure the completion of action points and decisions made during meetings?
- Is there a formal process for reviewing the effectiveness of board meetings and governance practices?
- How is quorum confirmed and recorded?
- How are conflicts declared, managed, and minuted?
- What is your process for verifying trustee identity/attendance in remote meetings and recording votes?
- How are written resolutions/emergency decisions recorded, ratified, and stored?
- Do you maintain a central decision log separate from the minutes?
Evidence Requirements
- Board meeting schedule or calendar for the last 12 months.
- A sample of meeting packs (agenda, reports) and corresponding approved minutes from the last 3-4 meetings.
- Board Decision Register/Log (last 12 months) mapping decision to rationale and owner.
- Evidence of an action log, task management system, or report section used to track follow-up.
- The organization's constitution or governance manual detailing meeting rules (quorum, voting, virtual meetings).
- Extract of the conflicts of interest register and example conflict management minute.
- Sample written resolution or email vote record with subsequent ratification minute.
- Annual board effectiveness review output and resulting improvement actions.
- Record retention schedule and information security/access control policy for board documents.
Scoring Guidelines
| Level | Rating | Description |
|---|---|---|
| 5 | 5/5 | Meetings held per annual calendar (min. quarterly); 95% papers ≥5 days in advance; minutes shared ≤7 days; 100% quorum/conflicts recorded; 90% actions closed by due date; annual board effectiveness review documented; decision log maintained. |
| 4 | 4/5 | Meetings held quarterly; 80% timeliness on papers/minutes; quorum/conflicts consistently recorded; actions tracked; secure repository in place. |
| 3 | 3/5 | Regular meetings (quarterly) but some gaps in timeliness, conflict recording, or rationale; action tracking inconsistent. |
| 2 | 2/5 | Irregular schedule or frequent gaps in quorum/conflicts recording; minutes delayed; weak action tracking. |
| 1 | 1/5 | No formal schedule or minutes. |
Related Criteria
Version
2.9.7
2025-11-06
Discussion (1)
Administrator
2026-03-07 11:07:39.211848
📋 **Version updated: 1.0.0 → 2.9.7** **Changes:** Updated islamic_references from mizan-297.json
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