How to Open and Close a Board Meeting

Opening and closing a board meeting follows a standard process to ensure efficiency and proper documentation.

Opening a Board Meeting

According to standard procedures, opening a board meeting involves several key steps to ensure the meeting starts on time, attendance is noted, and the agenda is agreed upon.

Here's how to open a board meeting effectively:

1. Call the Meeting to Order: The presiding officer, typically the board chair or president, formally starts the meeting at the scheduled time. This is often done by stating something like, "The meeting will now come to order."
2. Call Roll: This step verifies who is present and ensures a quorum is met for conducting official business. The secretary or a designated person calls the names of the board members.
3. Approve the Agenda and Previous Meeting's Minutes: The proposed agenda for the current meeting is presented for approval, and the minutes from the previous meeting are reviewed and approved. This ensures everyone is on the same page regarding what will be discussed and confirms the record of prior decisions.

These initial steps lay the groundwork for a productive meeting by establishing a clear start, confirming attendance, and validating the planned topics and past records.

Closing a Board Meeting

Closing a board meeting is typically a single, final action.

Here's how to close a board meeting:

1. Adjourn the Meeting: Once all scheduled business is completed, the meeting is formally ended. This is usually done by a motion to adjourn, which is then seconded and approved by the board members present. The presiding officer declares the meeting adjourned.

Typical Board Meeting Flow

Understanding the full flow can help contextualize the opening and closing procedures:

Step	Description	Action By
Opening
1. Call to Order	Formal start of the meeting.	Presiding Officer
2. Call Roll	Verifying attendance and quorum.	Secretary/Designee
3. Approve Agenda & Minutes	Reviewing and agreeing upon the meeting's topics and prior session's record.	Board Members
Meeting Body
4. Officer and Committee Reports	Updates from board officers and standing or ad-hoc committees.	Officers/Committees
5. Old Business	Discussion and action on items carried over from previous meetings.	Board Members
6. New Business	Introduction and discussion of new topics requiring board attention.	Board Members
Closing
7. Adjourn the Meeting	Formal ending of the meeting.	Board Members

By following these steps, particularly the outlined opening and closing procedures, board meetings can be conducted in an organized and official manner, ensuring all necessary formalities are observed.