Board Meeting Procedures
The procedures for board meetings determine how the discussion is conducted and, ultimately, the decisions that are made during a board meeting. These meetings are typically held remotely, therefore it is crucial to have clear procedures for board meetings in place to ensure all members are on the same page.
The first step is to send all members the agenda, including any relevant documents like financial reports or projections for the company. This helps members prepare for the meeting and provides them with the information they require to take an informed decision regarding any topic.
In the course of the meeting, members should be encouraged to raise their hands before making any comments or asking questions. They should, however, be mindful of time and avoid asking questions that have already been answered by the board pack. This will reduce time.
Anything that is not on the agenda may only be discussed with the approval of the Chairman and the majority of Directors present at the meeting. Furthermore, any resolution will be ratified by a majority vote of Directors present at the meeting. If there is an equal number of votes, the Chairman will be the sole vote.
The vote is held after a member makes a statement and the chair confirms that there is a majority in the room. (This is usually a certain percentage, according to the laws of the state). The chairman then states that “the motion dies due to lack of a second.” If it is necessary to vote during the meeting, the chair usually restates the motion, asks for affirmative or negative votes are announced, and then the outcome of the vote.