Board meetings are typically held 6-8 times per year to allow the board to discuss company strategy, hear financial reports, and discuss reports and recommendations from the executive director and any standing committees.
To begin a meeting the chair first determines if a quorum is present. Typically, if there is no established quorum then a simple majority is sufficient to hold a meeting. The chair then calls the meeting to order and addresses any personal or perfunctory items.
Once the meeting has commenced the board must approve the agenda for the current meeting, and the minutes taken at the previous meeting. Board members either approve the agenda or request additions, amendments, or deletions of any agenda items. If any of these requests are granted, the new agenda is approved without a vote from the board. The secretary then reads the minutes of the prior meeting and asks the members for corrections. Amendments made to the minutes are only voted on if a dispute occurs among board members, otherwise they are added based on agreement. New amendments are then recorded by the secretary and signed by the chair.
The executive director and any standing committees then present their reports to the board. If a committee wants to make a recommendation then the reporting member moves to adopt it. If no recommendations are made, no action is taken on the report. The financial reports are then read without action.
After hearing any reports, the board then discusses old business–items discussed previously that are now ready for formal approval. If any of these items require additional discussion, they are postponed until later in the meeting, otherwise all items are voted on, approved, postponed, or tabled. New business items are then announced one by one and discussed but are not voted on.
The end of the meeting is reserved for items such as announcements which do not require any discussion. Items for future discussion may also be announced so that members will have time to review them. The meeting is then adjourned and the chair follows up with the executive officer to review any aspects of the meeting that need to be discussed before the secretary writes the formal record of the meeting.