Board Meeting Procedures

Board meeting procedures determine how the discussion is conducted and ultimately the decisions that are made during the board meeting. These meetings are often held remotely, so it is essential to establish clear guidelines for board meetings to ensure that all members are on the same level.

First, send the agenda to all members. Include any relevant documents, like a financial report for the company or projections. This lets members prepare for the meeting and provides them with the information they need to make an informed choice about any topic.

During the meeting members should be encouraged to raise their hands before making remarks or asking questions. They should, however, be mindful of the time and avoid asking questions that have already been answered by the board pack. This will help save time.

The Chairman and the majority of Directors present in the meeting must consent to any discussion that are not on the agenda. A resolution may also be approved by the Directors present at the meeting. If there is a tie in the number of votes, the Chairman will be the sole vote.

A vote occurs after a statement from an individual has been made and the chair has confirmed that there is a quorum in the room (usually a certain percentage depending on your state laws). The chairman then states that “the motion dies for lack of a second.” If it is necessary to take a vote during the meeting, the chair usually revises the motion, asks for affirmative votes, followed by the negative votes are announced and then the result of the vote.

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