Board Meeting Procedures

The rules for board meetings dictate how discussions are conducted and the type of decisions made during a board meeting. The majority of these meetings are conducted in remote locations, so it is essential to have clear procedures for board meetings in place to ensure all members are on the same board.

The first step is to email all members of the meeting’s agenda, which includes any relevant documents like financial reports or projections for the company. This will allow members to prepare for the meeting, and provides them with the information they need to take an informed decision regarding any topic.

During the meeting, participants should be encouraged to raise their hands prior to making any remarks or asking questions. However, they should be aware of their time and should avoid asking questions that have already been addressed in the board’s handbook and wasting precious time.

The Chairman and the majority of Directors in the meeting must consent to any discussion of issues that are that are not on the agenda. Furthermore, any resolution will be adopted by a vote of the Directors present at the meeting. If there is an equal number of votes, the Chairman shall have a casting vote.

A vote is taken following a statement by an individual has been made and the chair has confirmed that there is a quorum in the room (usually a certain percentage according to the laws of your state). The chair then announces that the motion “dies due to the absence of a 2nd”. If the need for a vote arises during the meeting, it’s usually done by the chair who repeats the motion and requests affirmative votes, followed by negative votes, before declaring the results.

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