Board Meeting Requirements
The way the board meetings are conducted vary widely from formal (all names must be in line with their titles, and they meet in a boardroom with strict rules and procedures) to informal (meetings can be held in coffee shops or at members home). They can be closed or open to the public and decisions may be taken through a variety of means.
The members of the board must be able to make a clear decision about how decisions will be taken. It could be as easy as deciding to seek consensus or as complicated as implementing a formal vote procedure with a predetermined majority requirement.
The agenda is the next important element of a meeting. It should include all the topics that will be discussed. This is usually distributed well ahead of time to give participants time to prepare and be prepared for discussion. The agenda must strike a balance between reviewing past performance and planning for the future. It should include time to address day-to-day issues but the main focus should be on strategic discussions.
It is also essential that the chair of the board manages effectively, ensuring that the meeting starts at the right time, that everyone has ample time to talk about each item and that all questions are answered. They must ensure that the board doesn’t get side-tracked and that the overall discussion is beneficial for the organization. The chair should encourage discussion and allow for a variety of opinions to be heard. He or she can alter the order of the agenda or take items off the agenda as needed.