Meeting Board Directors Sample For Video Conferencing In Virginia
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It is important to understand that board meetings can only be held through video conferencing or other audio-visual means. The two-way transmission should be both, audio as well as video transmission, and should continue throughout the Board Meeting. Paragraph 1.2.
Boards can also hold hybrid meetings where directors meet in person with some or all members observing the meeting via Zoom. Hybrid meetings can be especially important for associations with seasonal residents, i.e., "snowbirds" who fly in for the winter and leave during the summer. It allows them to attend meetings.
Most board meeting agendas follow a classic meeting structure: Calling meeting to order – ensure you have quorum. Approve the agenda and prior board meeting minutes. Executive and committee reports – allow 25% of time here for key topic discussion. Old/new/other business. Close the meeting and adjourn.
The law of corporations in most states allows a vote of the board of directors by written consent, so a board of directors could use an online forum for discussion and take action (that is, vote) in writing. Check the corporation’s bylaws and state law, however, as the written consent may have to be unanimous.
(1) The quorum for a meeting of the Board of Directors of a company hall be one-third of its total strength or two directors, whichever is higher, and the participation of the directors by video conferencing or by other audio visual means shall also be counted for the purposes of quorum under this sub-section.
Under Section 52 of the RCC for conduct of regular and special meetings of board of directors or trustees, directors and trustees may attend such meetings in person or through remote communication or in absentia. However, directors and trustees are still expressly prohibited to attend or vote through proxy.
Section 173(2) of the Companies Act, 2013 provides that a director may participate in a board meeting in person or through video conferencing or through audio-video visual means. Clearly, then, a director has three alternative methods to attend board meeting.
Sunshine laws are regulations requiring public disclosure of government agency meetings and records. Sunshine laws require specific businesses and government agencies to maintain transparency and disclose their activities to the public.
Which agencies are subject to the Sunshine Act? The Act applies only to: (1) federal agencies headed by collegial bodies—i.e., boards, councils, and commissions—a majority of whose members are presidentially appointed and Senate confirmed; and (2) any subdivision of such an agency authorized to act on its behalf.
