Board member remote voting is an excellent tool for allowing directors to vote on issues during a meeting without the need to travel and disrupt business operations. It is time-saving and cost-effective for all parties involved since it eliminates the need to travel between meetings or pay for flights, train, or bus tickets, gas, hotel rooms, or business meals for board members who live from home. Additionally, it helps reduce the costs associated with printing and storing paper documents.
However, if you choose to allow your board members to vote via email during a virtual meeting it is vital to establish a clear email voting procedure and ensure that all necessary requirements are met for an email vote to be considered valid. The voting procedure (including the definitions of “yes” as well as the definitions of “no,” “yes” and “abstention”) must be clearly stated in the agenda. Each board member must respond to the vote call within a reasonable time. The presiding officer must confirm that the voting process has been completed and the results are recorded in the minutes.
It is suggested that you change to a web-based board portal if you want your board members to be able to vote in a secure and effective manner. These platforms provide the highest level of security to ensure all details are secured and no one is able to alter the outcome. These tools also boost board participation since directors are encouraged to voice their opinions and take part in discussions prior to deciding on issues.