Board Meeting Procedures

Board meeting procedures dictate how the discussion is held and ultimately what decisions are made during a board meeting. Most of the time, these meetings are held remotely so it’s essential to have clear board meeting procedures in place to ensure everyone is on the same on the same page.

The first step is to mail all members the agenda, as well as any relevant documents such as a financial report or projections for the company. This helps members prepare for the meeting, and provides them with the information they need to make a well-informed decision about any topic.

During the meeting members should be encouraged to raise their hands prior to making remarks or asking questions. However, they must be mindful of time and avoid asking questions that have already been answered in the board packet and wasting time.

Any issues not listed on the agenda can be discussed with the permission of the Chairman and a majority of Directors at the meeting. A resolution may also be approved by the Directors who are present at the meeting. In case of an equal number of votes, the Chairman shall have the casting vote.

The vote occurs following a statement by the member and the chair has confirmed that there is a quorum in the room (usually a specific percentage, according to the laws of your state). The chairman then states that „the motion dies due to lack of a second.” If it is necessary to take a vote during the meeting, the chair typically revises the motion, asks for affirmative votes, and then the negative votes are announced and then the outcome of the vote.