Before the meeting: the agenda
A good meeting starts with a good agenda. Send it a few days ahead, with any reports attached. That way people come ready, not cold.
Keep the agenda simple. A common order is:
- Call to order and welcome.
- Approve the last meeting's minutes.
- Reports: finance, director, committees.
- Old business to finish.
- New business and decisions.
- Close, and set the next date.
Put the big decisions early, while people are fresh. You can start from a ready-made board meeting agenda template.
Quorum: do you have enough people?
A quorum is the smallest number of board members you need present to make it official. Without a quorum, the board cannot vote or decide.
Your bylaws set the number. A common rule is a majority, meaning more than half. Check your bylaws before the meeting, and count heads once it starts.
How to run votes
Most boards keep votes simple. The chair states the motion. One member moves it, another seconds it, and the board votes.
You do not need strict rules for a small board. Many use a light version of Robert's Rules. The key is that each real decision gets a clear motion and a clear vote.
Record how the vote went, and note who moved it. Big or split votes deserve extra care in the notes.
Taking minutes
Minutes are the official record of what the board decided. They are not a word-for-word script. They capture motions, votes, and the key points.
Write down who was there, what was decided, and any conflicts that were disclosed. Approve the minutes at the next meeting, then keep them safe. See our guide to board meeting minutes.
After the meeting
The work is not done when the meeting ends. A few quick steps keep things moving:
- Send the draft minutes within a week.
- Share who owes what, and by when.
- File the approved minutes and reports.
- Confirm the date for the next meeting.