Board meeting procedures are guidelines for the conduct of board meetings. They are designed to promote fairness and equity, aid in keep discussions on track, and make sure that decisions are taken by a majority of the board members. This is especially important for large groups as it is possible for a small number of people to take over discussions and make decisions. Having a clear set of guidelines helps to control the agenda of the board which is often lengthy and complicated.

The chair of the board should begin the meeting by providing an overview of the meeting’s purpose, the key input required and a brief outline of the agenda. This brief recap of 10 minutes helps keep everyone focused and involved. It also sets the tone for the rest of the board meeting.

Before beginning discussions before the discussion begins, it is beneficial to read and then approve the minutes from the previous meeting and distribute any reports written by committees or officers. Distributing these documents in advance will ensure that all directors on the board are aware of the information and prepared to participate in discussions.

A board should have a written policy regarding the reading and approval minutes. This can include the requirement that motions be seconded. This prevents the board from debating issues that have already been voted on. It also can simplify decision-making at the meeting.

Any member of the board who has a conflict of interest must inform the other board members. This is essential to stop a toxic member of the board from having an impact on the future of the business. If needed, a plan to address the behavior of this person at the next board meeting must be formulated.

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