Board member remote voting permits directors to vote during the meeting without the need to travel or disrupt business operations. It can save time and money since it eliminates the necessity for board members travel and pay for travel, trains, buses, hotel rooms or business meals. It also reduces the cost of printing and storing documents.
If you choose to allow board members to vote via email during a virtual meeting you must create an explicit voting procedure. You also need to ensure that all requirements are in place to make a vote valid. First, the voting procedure must be clearly stated (including a definition of « yes », « no » and « abstention ») in the agenda of the meeting. Then, all board members must take action on the request for votes within a reasonable period of time. The presiding officer should confirm that the voting process is complete and the results are recorded in the meeting minutes.
If you want to ensure that your board members can vote in a safe and secure manner it is recommended that you switch from email to a more efficient method such as a board portal. These platforms provide the highest level security to ensure that all personal information is protected and nobody is able to alter the outcome. Furthermore using these tools can increase board participation, since directors are encouraged to share their opinions and participate in discussions before they take a vote on any issue.