The rules for board meetings determine the manner in which discussions are held and ultimately the decisions that are made during a board meeting. Many times, these meetings are held remotely so it’s essential to have clear board meeting procedures in place to ensure that everyone is on the same 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 fully prepare for the meeting, and also provides them with the information they need to make a well-informed decision on any topic.

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

The Chairman and the majority of Directors present in the meeting must agree to any discussion not listed on the agenda. Additionally, any resolution must be ratified by a majority vote of Directors present at the meeting. If there is an equal number of Directors present, the boardmeetingapps.blog/how-you-can-create-and-run-better-meetings-with-boarddocs Chairman will have the casting vote.

A vote is taken following a statement from one of the members has been made and the chair has confirmed that there is a quorum in the room (usually a specific percentage, depending on your state laws). The chairman then states that “the motion is invalid due to the absence of a second.” If it is necessary to vote during the meeting, the chair typically will reintroduce the motion, asking for affirmative votes, followed by negative votes and finally announces the result of the vote.