Executive directors and a non-executive director are required to lead the board meeting. The executive director is responsible for the organization’s management and manages the day-today operations. Meanwhile, the non-executive directors bring a vast amount of knowledge to the table. In meetings, they look over documents and reports, provide information on management issues and strategic initiatives, and make decisions on issues that impact the long-term performance of the organization.
It is crucial to confirm before the meeting that all materials are received and that the logistics are in place. It’s also an excellent idea to reread and make any final edits on the agenda to ensure that everything is addressed in a concise and well-organized way.
The meeting starts with an opening statement from the chairperson or presiding officer. The treasurer will then present an update on the current financial matters. The treasurer should have prepared the report in advance, giving board members an opportunity to read it and formulate questions.
After the treasurer has finished his report, any member may propose to discuss any new business. If they are seconded, it will be a vote. The majority of those who support the motion will vote ‘yes while those who oppose will vote « no.’
Any pending or unfinished issues from previous board meetings are dealt with in this stage of the meeting. Based on the nature of the issue, it could be resolved via a voice vote or the use of a show of hands. Finally, the board chair or the presiding officer concludes the meeting by highlighting the most important actions and decisions agreed on, ensuring everyone is aware of their roles moving forward.
