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The meeting cannot be legally conducted if there are not sufficient board members present. This article will provide some suggestions on how to ensure that your board meetings have a quorum, so that you can take the necessary decisions legally.
Quorum ensures that even though perfect attendance is rare at board meetings, the decisions made accurately reflect the views and preferences of everyone who is involved. It helps to avoid the negative consequences of minority rule, whereby certain directors can have a significant influence and take unilateral actions that doesn’t fully benefit the company or its customers.
Most organizations have the quorum rules within their bylaws. The rules can be different however, they typically include the percentage of directors who must be present to constitute an official quorum. Certain bylaws also permit exemptions that can be applied to specific types of meetings or under certain conditions.
Consider things like the size of your board or the difficult task of getting all your members together simultaneously when deciding on the proportion of quorum. It’s important to balance the flexibility and legitimacy of the quorum requirements, since it’s unlikely that every member will be available for every meeting.
If the quorum can’t be reached prior to the start of a meeting, the chairperson should wait for some time to see whether any additional members show up in order to meet the minimum required. If it becomes apparent that the quorum cannot be reached the chairman will announce that there isn’t a quorum, and that there will be there will be no formal business held at this meeting.