Board member remote voting allows directors to vote at the meeting without the need to travel or disrupt the business. It saves time and money, since it eliminates the need for board members to travel and pay for travel, trains buses, hotels or business meals. 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 meeting, you must establish an unambiguous voting procedure. Also, you must ensure that all the requirements are met to make a vote valid. First, the procedure for voting must be clearly defined (including the definitions of “yes”, “no” and “abstention”) in the agenda for the meeting. Each board member must respond to the vote call within a reasonable time. The presiding officer has to confirm that the vote has been completed and that the results have been recorded in the minutes.
It is recommended to change to a board portal in order for your board members to be able to vote in a safe and efficient manner. These platforms provide the highest level of security to ensure that all personal information is kept private and nobody is able manipulate the results. Furthermore using these tools will enhance board participation as directors are encouraged to express their opinions and participate in discussions before they decide on issues.