According to the bylaws of a company, board meeting notices have different protocols for how and when to be posted depending on the type of board meeting.
Giving notices of board meetings is crucial for effective governance as it enables board members to plan and prepare to attend the meetings and be productive. Serious consequences can arise if no notice is given for a meeting especially if important decisions are to be made during such meeting. Meeting attendees may fail to attend due to unawareness and may, therefore, dispute the decisions made during the meeting in their absence. Furthermore, notices of meetings act as written documentation that a meeting was called for.
According to the bylaws of a company, board meeting notices have different protocols for how and when to be posted depending on the type of board meeting. Some companies may choose to give notices electronically via emails or SMS. Whichever way the board meeting notice is disseminated, it should have all the important and correct information such as:
- Name of the organization
- Date of the meeting
- Location of the meeting
- Time of the meeting
- The nature of the meeting
- The preliminary agenda
- Date of the notice
Companies should implement best practice drafting methods for notices of meeting. These include clearly communicating relevant information using simple and plain language and using a structure and layout that guarantees ease of understanding and readability by board members. Companies can provide board members with more secure and immediate access to notices and other board information by using the digital technologies of board portals designed to manage all aspects of board meetings and effective governance.
The notice of a meeting may be different in structure depending on the type of meeting such as regular meetings, annual, special or adjourned meetings.
Regular board meeting notice
Regular meetings are common in most organizations. The bylaws of the organization should clarify how the notices of regular meetings should be prepared and posted. In regular board meetings, board members discuss and vote on many issues. If voting is to take place in the meeting, it should be clearly stated in the notice.
Annual board meeting notice
There are many important activities that take place in an annual meeting like the election of new board members, making important decisions concerning the organization, reviewing reports and activities of the year, and making new resolutions. While writing the notice of an annual meeting, the agenda of the meeting and the minutes of the previous meeting should be attached to the notice.
Special board meeting notice
Special meetings always require prior notice since they are called for outside the regular meeting timetable. For a special meeting to be conducted, it has to be affirmed in the bylaws of an organization. To be safe, ensure your bylaws clearly state the time frame that the notice of a special meeting should be given. Since special meetings only occur when there is an urgent matter to be addressed before the next regular meeting, the special item should be included in the notice.
Adjourned meeting notice
An adjourned meeting takes place if a previous meeting ended without all the agendas being addressed due to a shortage of time. The adjourned meeting continues from where the previous meeting ended. The bylaws of an organization should guide on how and when the notice of an adjourned meeting should be disseminated.
Companies should endeavour in creating and sending notices of meetings to board members using technologies of privately hosted secure board portal such as eHorizon eBoard. eHorizon eBoard is a governance solution that simplifies the creation and sharing of notices to board members. A calendar feature allows board and committee members to view all approved notices of meetings. Directors can find any future meetings they are required to attend and in case of any change, they get an automatic notification through SMS. Further, the system provides a central repository of all meeting notices and other board documents for future reference. It eliminates printing saving companies thousands of papers and distribution costs.