This should be no more than a two page letter that includes; what we're going to cover, what we've accomplished, here are the challenges we're thinking about, and here are the specific things where I want your input, engagement and guidance on. Include the board meeting package, which should be no more than 35 pages with attachments so they can do their homework in advance of the meeting.

Instead of a board dinner, bring in a meal and have an expert cover topics such as the future of your industry, technology changes impacting your business or corporate governance trends such as ESG or Activism. An email should go out after the meeting with the follow ups, actions items and who they belong to. This should be separate from the board minutes that are sent out for approval.

These are action items that are to be followed up on. This is an excellent practice for private companies as well. This is the time where the board can candidly discuss company strategy and assess leadership. The Lead Director or Chairman should head these meetings and ensure that everyone has a voice.

Trends in Quorums, Virtual Meetings, and Board Meeting Attendance

He or she should then consolidate the feedback and report back to the CEO. Listen and learn from your board. As it turns out, these Hollywood-inspired images often differ from the actual proceedings of a board or shareholder meeting. At Hawley Troxell, we are often asked by our corporate clients how they may conduct their board or shareholder meetings more efficiently, especially through the use of modern electronic means of communication, such as teleconference or webcast.

For Idaho corporations, Idaho Code provides that, with respect to board meetings, the directors may participate through the use of any means of communication by which all directors participating may simultaneously hear each other during the meeting. A director participating in the meeting by this means is deemed present in person at the meeting. Often our corporate clients—for various reasons, whether it be the cost and logistics of conducting physical shareholder meetings, the number of shareholders, or the geographic location of shareholders—ask us if shareholders can participate in the meeting by telephone or webcast.

This provision mirrors current Delaware corporate law allowing for virtual shareholder meetings. If the board has a few dollars to spend, it would be worth checking out Adobe Connect and Adobe Connect Pro. You will get live video streaming which can be transferred to different speakers on-the-fly , whiteboard tool, and breakout session capabilities.

Another kind-of cool feature is the audience temperature feature my name for it ; it lets you raise your hand, agree or disagree with the speaker, and applaud the speaker. Its an attempt to put the F2F feel into a virtual meeting. If you think there is any possibility it would be useful, you can view some flash videos or you can sign up for an online demo with an actual Adobe person.

We are a small nonprofit with a national scope the Alternatives to Marriage Project that has experimented with a variety of ways to hold board meetings. We compromise by alternating between in-person and conference call board meetings 3 of each, 6 total.

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Sometimes we have one or more board members join our in-person meetings by speakerphone. We do make an effort to have new board members attend their first meeting in person, so they really have a chance to meet people. The web site included in the article has not been updated in almost 10 years and as such is grossly out of date. The Business Organizations Code in Title 2. Corporations Chapter Nonprofit Corporations Section Meetings by Remote Communications Technology states,. Subject to the provisions of this code and the certificate of formation and bylaws of a corporation, a meeting of the members of a corporation, the board of directors of a corporation, or any committee designated by the board of directors of a corporation may be held by means of a remote electronic communications system, including videoconferencing technology or the Internet, only if: 1 each person entitled to participate in the meeting consents to the meeting being held by means of that system; and 2 the system provides access to the meeting in a manner or using a method by which each person participating in the meeting can communicate concurrently with each other participant.

Acts , 78th Leg. I agree with previous comments about phone meetings going much better if participants have met in person. But if the system is poor, the frustration level is high. Handouts and power point decks should also be circulated well in advance since participants may not be in their offices at the time of the call.

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I am a member of a managment board of a national non-profit organization consisting of 6 people who live from one coast to the other 5 time zones. On our small budget we can afford only one in-person meeting per year. We have used phone meetings for years. For a period of time, when we were dealing with a reorganization challange, we met weekly for 2 hours by phone.

Gateley Legal

Having stablized things we are now able to function well with monthly 2 hour phone meetings and lots of e-mail correspondence. We have not all met each other in person and yet we seem to be able to make this work. We run our meetings with a chair and secretary taking minutes just as if we were in the same room together. Occasionally we all try to talk at once and occasionally there is silence but these things happen at in-person meetings too. We found that more frequent phone meetings work better than than having them spaced several months apart. Our big challange is finding times to get six busy people, with young families and paying jobs, together across 5 time zones without making the meeting too early or too late for those on either coast.

We have also had occasional challanges with losing the phone connections and having to start over using our three way calling capabilities. It is somewhat more difficult as you have to get used to pressing a keyboard key to speak and the overspeaking and silences feel more awkward.

We have had some connection issues for some Board members and have had to go back to using the phones. Conference calls often work between face-to-face meetings IF participants have met before. I participated in a couple of telephone committee meetings and they were very unsettling — I would only do that again as a last resort.

Telephone board meetings table a

If face-to-face meetings are difficult, have them less frequently. A national Board can meet quarterly or even just twice per year in person. State and local Board have no reason not to meet in person. I am part of a start-up, small tiny by most standards national nonprofit that has a board distributed across the US. We began with virtual board meetings conference calls. I do some professional facilitation and have found this to be the most challenging group ever to facilitate — because there is no way to see body language, interpret silence or get a sense of the group.

I never realized how much I use visual messages in meetings. I would never set up a board this way again — even if it is legal.