Board Member Remote Voting
Board member remote voting permits directors to vote during the meeting without the need to travel or disrupt the business. It is time-saving and cost-effective for all involved as it does away with the need to travel between meetings or pay for flight, train, or bus tickets, gas, hotel rooms, or business meals for board members who live far away. It also helps reduce the costs of printing and keeping documents.
If you choose to allow board members to vote via email during a virtual session it is essential to establish an explicit voting procedure. Additionally, you need to ensure that all requirements are met to make a vote valid. The procedure for voting (including the definitions of “yes” and “no” and “abstention”) must be clearly stated in the agenda. Then all board members should respond to the call for votes within a reasonable time. The presiding officer should confirm that the voting process is complete and the results are recorded in the meeting’s minutes.
If you want to ensure that your board members are able to vote in a safe and secure way, it’s recommended that you switch to a fundraising data room more efficient system like a board portal. These platforms provide the highest level of security to ensure all details are secured and nobody is able alter the outcome. Furthermore, using these tools will increase board participation, since directors are encouraged to express their opinions and participate in discussions before they decide on issues.