Board Meeting Procedures

The procedures for board meetings determine how discussions are conducted and which decisions are made at a board’s meeting. Many times, these meetings are held at a distance, therefore it’s important to have clear board meeting procedures in place to ensure all members are on the same board.

The first step is sending all members the agenda, including any relevant documents like the financial report or projections for the business. This lets members prepare for the meeting and provides them with the information they need to take an informed decision about any topic.

In the course of the meeting, members should be encouraged by raising their hands before making any comments 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 pack and wasting their time.

The Chairman and the majority of Directors in the meeting must be in agreement with any discussion not on the agenda. A resolution may also be approved by the Directors who are present at the meeting. In the event of a majority number of votes, the Chairman shall have a casting vote.

The vote is held when a member makes an statement, and the chair confirms that there is a majority of people in the room. (This is typically a certain percentage according to the laws of the state). Then, the chairman 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 will reintroduce the motion, asking for affirmative votes, followed by negative votes, and finally announces the outcome of the vote.