Both an executive director and a non-executive director must chair the board meeting. The executive director leads the management of the company and supervises the day-today operations. Meanwhile, non-executive directors bring wealth of knowledge to the table. During meetings they review reports and documents, offer information on management issues and strategic initiatives, and take decisions about issues that affect the long-term performance of the organization.
Before the meeting can take place it is essential to confirm that all materials required have been sent and logistics are in order. Additionally it’s a good idea reread the agenda and make any necessary edits to ensure that all issues are covered in a well-organized and concise way.
The meeting begins with an opening speech from the chairman or presiding officer. The treasurer will then present an extensive report on the current financial challenges. The treasurer should have prepared the report in advance, giving board members the chance to read it and formulate questions.
Once the treasurer’s report is completed, any members may make motions regarding new business items. If they’re seconded the vote is taken, and those who support it vote ‘yes’, whereas those who are against say ‘no’..
This is the time to discuss any pending or unfinished issues from previous board meetings. Depending on the nature of the issue, it may be resolved via a voice vote or the use of a show of hands. The board chair or the presiding officer closes the meeting by highlighting key actions and decisions that were agreed on, ensuring that everyone is aware of their responsibilities going forward.
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