YES Podcast #2: Board Meetings

Summary

This podcast focuses on conducting board meetings for your YES company. It covers key topics such as the roles of directors, the importance of a formal agenda, and how to record and approve meeting minutes. The CEO chairs the meetings, and the communication manager ensures accurate documentation. The podcast explains the voting process and emphasizes the need for regular meetings and clear communication. It’s essential for team members to work together, make decisions based on majority rule, and keep proper records for future reference.

Takeaways

• 😀 Directors are the only people allowed to vote in board meetings. Shareholders, including family, friends, or investors, cannot vote.
• 😀 Regular formal board meetings are crucial, and their frequency (weekly, fortnightly, or monthly) should be decided with your teacher.
• 😀 Each director should report on their area of work during the meeting, and key decisions (like bills to pay) should be voted on.
• 😀 The managing director or CEO chairs the meetings, while the communication manager records the minutes.
• 😀 Minutes should be kept in a safe place to document important decisions made throughout the year.
• 😀 An agenda is essential for every meeting. You can download a template from the YE Trust website to help with this.
• 😀 If a director cannot attend, they should give their apologies to the communication manager before the meeting starts.
• 😀 In the first meeting, there are no previous minutes to approve, but for all subsequent meetings, the first order of business is to approve the previous minutes.
• 😀 The CEO puts forward a motion to approve the minutes, and the board votes. A motion is carried if the majority is in favor.
• 😀 If there is a tie in votes, the CEO has the casting vote, meaning they can cast an additional vote to break the tie.
• 😀 The communication manager is responsible for reminding team members about upcoming meetings, checking what needs to be on the agenda, and sending minutes to the regional coordinator for evaluation.

Q & A

What is the role of directors in a YES company?

Directors are responsible for making key decisions within the YES company and are the only people allowed to vote in board meetings.

Can shareholders vote at board meetings?

No, shareholders such as friends, family, or investors cannot vote at board meetings. Only the directors are allowed to vote.

How often should board meetings be held in a YES company?

Board meetings should be held regularly, and the frequency (weekly, fortnightly, or monthly) can be decided by the team in consultation with the teacher.

What is the importance of keeping meeting minutes?

Meeting minutes are important for recording all the decisions made during board meetings and ensuring that there is a record of all key actions and agreements throughout the year.

What should be included in the agenda for a board meeting?

The agenda should include the items that need to be discussed in the meeting. There is an agenda template available for download on the YES Trust website.

What should a director do if they cannot attend a board meeting?

If a director cannot attend a meeting, they should give their apologies to the communication manager before the meeting begins, either in person, by phone, or by email.

What is the first order of business in a board meeting?

The first order of business is to approve the minutes from the previous meeting. Directors should check the minutes for accuracy before the CEO puts forward a motion to approve them.

How are decisions made in board meetings?

Decisions in board meetings are made by voting. The CEO puts forward a motion, and the directors vote. The decision is carried if the majority is in favor.

What happens if there is a tie in the votes?

If there is a tie, the CEO has the casting vote, meaning they get to vote again to break the tie and ensure a result.

How should the communication manager support the meetings?

The communication manager is responsible for recording the minutes of the meeting, reminding everyone about upcoming meetings, checking the agenda, and sending the minutes to the regional coordinator for assessment.