Board Meeting Procedures

The procedures for board meetings determine the manner in which discussions are conducted and, ultimately, the decisions that are made during the board meeting. These meetings are typically held remotely, therefore it is important to have clear guidelines for board meetings to ensure all members are on the same page.

The agenda should be sent to all members. Include any relevant documents, such as an accounting report for the company or projections. This allows the members to prepare fully for the meeting, and also provides them with the information they need to make a well-informed decision on any subject.

During the meeting, participants are expected to actively participate in the discussion by raising their hands prior to making statements or asking questions. However, they must be aware of their the time limit and avoid asking questions that have already been addressed in the board’s pack and wasting their time.

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

The vote is taken when a member makes an statement, and the chair confirms that there is a majority of people in the room. (This is usually a certain percentage according to the laws of the state). The chairman then states that “the motion is invalid due to the absence of a second.” If it is necessary to take a vote during the meeting, the chair usually reiterates the motion, then asks for affirmative votes, then negative votes are announced, and then the outcome of the vote.

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