Board Meeting Frequency Policy Example – Corporate Governance Policies

Board Meeting Frequency Policy Sample

In this article, we’ll look at the key elements that make up an example Board Meeting Frequency Policy. We’ve included some starter/boilerplate information to help you get started writing this policy for your company. If you’re looking for help in setting up your policies & procedures or employee manual/handbook, our team can assist.

Board Meeting Frequency Policy Template

The following are the main elements that should be included in your Board Meeting Frequency Policy:

1. Title Page

• Policy Title: Board Meeting Frequency Policy
• Company Name: The name of the organization implementing the policy.
• Policy Number (if applicable): For easy reference within the company’s policy structure.
• Version Control: Date of creation, last review, and version number.
• Effective Date: The date the policy becomes operational.
• Approval Authority: Name and title of the individual who approved the policy.

2. Purpose/Objective

• A brief statement explaining why the Board Meeting Frequency Policy exists. This section outlines the policy’s purpose in relation to the company’s goals, regulatory requirements, or ethical standards.
• Describe what problem or issue the policy addresses.
• Example Purpose/Objective:

The Board Meeting Frequency Policy aims to establish a regular schedule for board meetings to ensure effective oversight of the company’s operations and strategic direction. By setting a consistent meeting cadence, the policy facilitates timely decision-making, enhances accountability, and ensures that board members are well-informed about the company’s performance and challenges. This approach supports robust corporate governance by promoting transparency and enabling the board to address issues proactively. Regular meetings also provide opportunities for strategic discussions, risk assessment, and alignment on company goals, ultimately contributing to the organization’s success

3. Scope

• A description of who the Board Meeting Frequency Policy applies to (e.g., employees, contractors, vendors).
• Specify any exceptions to the policy.
• Explain departments or roles affected, if necessary.
• Example Scope:

This policy applies to all board members and outlines the required frequency of board meetings to maintain effective oversight of the company’s operations and strategic direction. It ensures that meetings are scheduled regularly to facilitate timely decision-making and governance. The policy is part of the broader corporate governance framework, emphasizing the board’s role in monitoring and guiding the company’s performance and strategic initiatives. Compliance with this policy is mandatory for all board members to ensure consistent and effective governance practices

4. Definitions

• Clarify any key terms or jargon used within the Board Meeting Frequency Policy to ensure understanding.
• Avoid assumptions about familiarity with industry-specific terminology.
• Example Definitions:

The Board Meeting Frequency Policy specifies how often board meetings should occur to maintain sufficient oversight of the company’s operations and strategy. This policy falls under the category of Corporate Governance Policies

5. Policy Statement

• A detailed outline of the Board Meeting Frequency Policy itself, including all rules, expectations, and standards.
• It should be direct and clear so that it leaves no ambiguity about the company’s position or requirements.

6. Procedures

• Step-by-step instructions on how to implement or comply with the Board Meeting Frequency Policy.
• Include any forms, tools, or systems that employees must use.
• Describe the responsibilities of different roles in ensuring adherence to the policy.
• Example Procedures:

Board meetings will be held quarterly to ensure effective oversight of the company’s operations and strategy. Additional meetings may be scheduled as needed to address urgent matters or significant developments. The board chair is responsible for setting the agenda and ensuring all members receive relevant materials in advance. Attendance is mandatory for all board members, and participation can be in person or via secure virtual platforms. Minutes will be recorded and distributed to all members for review and approval. This schedule aims to maintain consistent communication and strategic alignment within the company

7. Roles and Responsibilities

• List the roles responsible for enforcing or overseeing the Board Meeting Frequency Policy (e.g., managers, HR).
• Define who is accountable for reporting, monitoring, and updating the policy as needed.
• Example Roles and Responsibilities:

The Board Meeting Frequency Policy mandates regular board meetings to maintain effective oversight of the company’s operations and strategic direction. The board is responsible for scheduling meetings at intervals that allow for timely decision-making and review of company performance. Board members must prepare for and attend these meetings, actively participating in discussions and decision-making processes. The policy ensures that the board fulfills its governance duties, aligning with corporate governance standards. Additionally, the board must evaluate the effectiveness of the meeting schedule periodically and adjust as necessary to meet the company’s evolving needs

8. Compliance and Disciplinary Measures

• Outline how compliance will be monitored or enforced.
• Describe any consequences or disciplinary actions for failing to follow the policy, including the escalation process.

9. References and Related Documents

• Include links or references to any laws, regulations, or company guidelines that support the Board Meeting Frequency Policy.
• Reference related company policies that connect or overlap with the document.

10. Review and Revision History

• State the review cycle (e.g., annually, biannually) and who is responsible for reviewing the Board Meeting Frequency Policy.
• A history section that lists all revisions made to the document, including dates and reasons for changes.

11. Approval Signatures

• Signature lines for key decision-makers who have authorized the policy (CEO, department head, HR manager).

12. Appendices or Attachments (if needed)

• Additional information, FAQs, or case examples to provide more context or clarify how the Board Meeting Frequency Policy applies in specific situations.
• Any relevant forms or templates employees need to complete.