Both executive directors and a non-executive director are required to chair the board meeting. The executive director is responsible for the organization’s management and manages the day-to-day operations, whereas non-executive directors bring vast amount of knowledge to the table. During meetings they review documents and reports, give information on management issues and strategic initiatives, and make decisions that impact the success of the organization in the long term.
It is crucial to confirm before the meeting that all materials have been delivered and that the logistics are in place. In addition it’s recommended to review the agenda and make any final edits to ensure that all the topics are addressed in a systematic and concise way.
The meeting begins with a statement by the presiding officer, also known as the chair of the board. The treasurer is then able to provide an in-depth report on current financial issues. The treasurer should have prepared this report in advance, giving board members a chance to go through it and plan questions.
Once the treasurer’s report is completed, any members may propose motions for new business items. If they are seconded by a member, the vote will be taken. Those in favour will say ‘aye, while those who are against will vote ‘no.’
This is the time to discuss any issues that remain unresolved or pending from previous board meetings. Based on the situation, a vote by voice or show of hands could be used to decide the issue. The presiding officer, or board chair, wraps up the meeting by providing an overview of the major decisions and actions that were agreed on. This assures that everyone understands their roles going forward.