In the meeting: from call to order to adjournment

The meeting runs on the live meeting page, which shows the approved agenda with the current item marked Now. Everyone on the board sees the same page on their own phone or computer, and it updates by itself.

Attendance and quorum

Directors mark themselves present with I am present; the chair can mark anyone present or absent. This can be done before the meeting starts.

Quorum is the smallest number of directors who must be present for the board to make decisions. Only sitting directors count toward it.

Calling the meeting to order

Calling to order means formally starting the meeting. The chair presses Call the meeting to order at the Call to Order item. The time is recorded, and quorum is counted at that moment.

If it is more than half an hour before the scheduled time, the app asks the chair once to confirm.

Taking an item

The board works through the agenda in order. The chair moves to the next item, or takes up any item out of order. Every screen shows which item is current.

Putting a motion

A motion is a proposal for the board to decide, written as a sentence: "That the board approves the budget." The chair puts the wording before the board, and it appears on every screen.

The chair can revise the wording until the vote begins.

Moving and seconding

A motion needs a director to move it (propose it) and a different director to second it (agree it should be decided). Directors do this with I move this and I second. If people say it aloud in the room instead, the chair records the mover and seconder.

The vote

The chair puts the motion to a vote. Each director present taps Yes (for), No (against) or Abstain (neither). You can change your vote until the chair closes it; the last tap counts.

While the vote is open, nobody sees how anyone voted, not even the chair. The chair sees only who has voted. A director who declared a conflict on the item is shown as recused and has no vote.

If the wording has to change during a vote, the chair stops the vote. The votes already cast are set aside, and the board votes again.

Carried or defeated

When the chair closes the vote, every screen shows the result and each director's vote by name. The motion is carried (passed) when more directors vote for it than against. Otherwise, a tie included, it is defeated (fails). Abstentions count on neither side.

A decided motion can be brought back to be reconsidered (voted on again); the first vote stays on the record.

In camera

In camera means a private part of the meeting, for example about a person or a legal matter. The chair chooses the item and takes the board in camera. Recorded audio is then kept separately from the rest of the meeting until the chair returns to open session.

Adjournment

To adjourn is to end the meeting. The chair presses Adjourn the meeting at the Adjournment item and is asked once to confirm. The closing time is recorded, voting ends, and the draft minutes are prepared.

What becomes of the recording

Each person reads the recording notice and presses I have read this notice before their device records anything. After that, the device keeps audio only while someone is speaking, and only while the meeting is in session. Each piece is uploaded as it finishes.

Audio from an in-camera part is stored separately. Recordings are not played back in the app; they are sources for the meeting's record.

Who does what

The chair

Start: Takes attendance and calls the meeting to order.
During: Moves through the items, puts motions and records movers and seconders, opens and closes votes, and takes the board in camera when needed.
End: Adjourns the meeting.
Cannot, or waits for: Cannot vote on behalf of a director, cannot see anyone's vote before the vote closes, and cannot change the wording of a motion while it is being voted on without stopping the vote.

The secretary

Start: Checks in with I am present.
During: Moves, seconds and votes as a director.
End: Waits for the chair to adjourn.
Cannot, or waits for: Waits for the chair to call the meeting to order, put each motion and close each vote. In Meeting Wizard the minutes come from the record, so the secretary does not need to take notes in the app.

The treasurer

Start: Checks in with I am present.
During: Moves, seconds and votes as a director; speaks to the financial items.
End: Waits for the chair to adjourn.
Cannot, or waits for: Waits for the chair to call the meeting to order, put each motion and close each vote.

A director

Start: Checks in with I am present.
During: Moves or seconds a motion if they wish, and votes Yes, No or Abstain.
End: Waits for the chair to adjourn.
Cannot, or waits for: Waits for the chair to call the meeting to order, put each motion to a vote and close it. Cannot vote on an item they declared a conflict on.