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If you don’t have a sufficient number of board members in attendance at your meeting, it isn’t legally allowed to take place. This article provides a few suggestions on how to ensure quorum of your board meetings to make decisions with the necessary legitimacy.
Quorum guarantees that, even the absence of perfect attendance is not uncommon at board meetings, the decisions taken are based on the views and interests of everyone involved. It reduces the negative impact of minority rule, where the directors of a few can exert a disproportionate influence and can take unilateral decisions which don’t benefit the organization or its stakeholders.
A majority of organizations have quorum rules stipulated in their bylaws. The rules may differ, but they usually include a certain percentage of directors who are required to be present for an official quorum. Certain bylaws also allow for exceptions that may apply to specific types of meetings or under certain conditions.
Consider factors like the size of your board or difficult task of getting all your members together simultaneously when deciding on a quorum percentage. It’s important to balance with the legitimacy and flexibility when deciding on your quorum rules, as it’s unlikely that everyone will be available for every meeting.
If the quorum isn’t attained prior to the start of a meeting, the chairperson should wait for some time to see whether any additional members show up to meet the minimum number required. If it becomes clear that the quorum won’t be reached the chairman should announce that there’s no any quorum present and that no business of any kind will be conducted at this meeting.