Board meeting procedures dictate the manner in which discussions are conducted as well as which decisions are made at a board’s meeting. Meetings are usually held remotely, which is why it is important to have clear guidelines for board meetings to ensure that all board members are on the same board.

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

During the meeting, members are encouraged to take part in the discussions by raising their hands prior to making statements or asking questions. However, they must be mindful of time and refrain from asking questions that have already been addressed in the board’s pack and wasting their time.

Any matters not included in the agenda can be discussed with the agreement of the Chairman and a majority of Directors at the meeting. Resolutions are also adopted by the Directors who are present at the meeting. In case of an equal number of votes, the Chairman will have a casting vote.

The vote takes place when a member makes a statement and the chair confirms that there is a majority of people in the room. (This is usually a specific percentage, depending on the state laws). The chair then announces that the motion “dies for lack of a second”. If there is a need for a vote during the meeting, it’s typically conducted by the chair who repeats the motion and then asks for affirmative votes, followed by negative votes prior to making announcements about the results.