Board Meeting Procedures

The procedures for board meetings determine the way in which meetings are conducted and which decisions are made at a board meeting. These meetings are typically held remotely, therefore it is crucial to have clear guidelines for board meetings in place to ensure that everyone is on same level.

First, send the agenda to all members. Include any relevant documents, such as a financial report for the company or projections. This helps members prepare for the meeting and gives them the information they require to make an informed choice about any topic.

During the meeting, members should be encouraged to participate in the discussions by extending their hand before making any statements or asking questions. However, they must be aware of their time and refrain from asking questions that have already been answered in the board pack and wasting precious time.

Anything not mentioned on the agenda can only be discussed with the permission of the Chairman and a majority of Directors at the meeting. Moreover, any resolution shall be adopted by a vote of Directors present at the meeting. If there is an equal number of Directors present, the Chairman gets the casting vote.

The vote takes place after a member makes a statement and the chair confirms that there is a majority in the room. (This is usually a specific percentage, subject to the state’s laws). The chair then announces that the motion “dies for lack of a 2nd”. If a vote is required during the meeting, it is usually conducted by the chair, who reintroduces the motion and then asks for affirmative votes first, followed by negative votes prior to announcement of the results.

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