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.
| Metric | Meeting Governance Effectiveness Index |
|---|---|
| Target | Index Score > 90% |
| Frequency | Quarterly |
| Method | Composite of: Delivery Rate (Held/Scheduled), Paper Timeliness (%), Minute Timeliness (%), Action Closure (%) |
| Unit | Composite Score |
Level 1: Initial/Ad-hoc
Trustee meetings are informal, irregular, and generally undocumented. Decisions are made on an ad-hoc basis.
Level 2: Developing
Meetings occur with some regularity but lack formal structure (e.g., no consistent agenda). Minutes are taken inconsistently or are very brief.
Level 3: Established
Trustees hold regular, scheduled meetings (quarterly) with agendas circulated in advance. Formal minutes are consistently taken, approved, and stored.
Level 4: Advanced
A formal system governs meetings, including tracking attendance, managing conflicts of interest, and systematically following up on action points. Minutes clearly document decisions and their rationale.
Level 5: Optimizing
Board meetings are strategic and forward-looking. The board maintains a decision log, conducts annual effectiveness reviews, and allocates significant agenda time to strategy, fully embodying Shūrā and Iḥsān.
Organisation Types
By Organisation Size
| Size | Applicability | Notes |
|---|---|---|
| Micro | partial | Basic minutes and quorum checks are legally required, but formal meeting packs, role-based IT access controls, and separate decision registers are disproportionate. |
| Small | partial | Must hold regular minuted meetings, but complex secure storage systems (RBAC) and formal decision logs can be simplified. |
| Medium | full | |
| Large | full | |
| Major | full |
Applicable When
- Organization is legally constituted
- Virtual/hybrid meetings are counted only where permitted by the governing document and attendance/identity is verified.
Not Applicable When
- The organization's legal structure vests all governing authority in a single individual (e.g., a sole trustee) with no board requirement.
- The organization is a subsidiary where all governance decisions are formally minuted by the parent entity board.
- The organization is officially dormant.
Related Criteria
Discussion (1)
📋 **Version updated: 1.0.0 → 2.9.7** **Changes:** Updated islamic_references from mizan-297.json
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