Board meetings using secretarial standards

Preparation Before the Meeting

Agenda Setting

Meeting Conduct

  • Start the meeting at the scheduled time.
  • Greet attendees and confirm their presence.
  • Address any absentees and note their absence.
  • Establish a quorum by counting the number of attendees.
  • Create a list of all attendees present.
  • Document names of those absent.
  • Include titles or roles for clarity.
  • Store the attendance record for future reference.
  • Distribute the previous meeting's minutes to all members.
  • Summarize key points and decisions made.
  • Invite comments or corrections from attendees.
  • Vote to approve the minutes once finalized.
  • Introduce each agenda item sequentially.
  • Encourage open discussion among members.
  • Allocate specific time limits for each discussion.
  • Summarize key points before moving to the next item.
  • Clarify the voting method to be used (e.g., show of hands, ballot).
  • Ensure all members understand the issue being voted on.
  • Record the outcome of each vote accurately.
  • Announce the results immediately after voting concludes.

Documentation

Post-Meeting Actions

Compliance and Reporting