How to Record Decisions Made Outside a Meeting (Using BoardSpace)

Sometimes decisions can’t wait until the next board meeting. While email voting has been the go-to in the past, it’s time-consuming and messy to track. 

Here is a better way to document decisions made in between meetings using BoardSpace.

Step 1: Create a Template for Single-Issue Meetings

• Go to Templates and create a new one.

• Name it something like Single-Issue Meeting (or whatever makes sense to you).

• Keep the agenda simple:

  • Call to Order

  • Item (leave this as a placeholder for now)

  • Adjournment

Step 2: Create the Meeting

• Create a new meeting using the Single-Issue Meeting template.

• Be sure to date the meeting before your next scheduled meeting.

• Edit the agenda:

  • Update the item with your specific topic.

  • In the text box, describe the motion clearly.

  • Use the "Add motion" option to write the exact motion wording.

  • Upload any supporting documents and drag them to the agenda item.

Step 3: Notify the Board

• Send a custom email notification to all directors.

• Include:

  • A short explanation of what needs to be done.

  • A clear timeline:

    • When to ask questions.

    • When to vote.

  • Ask directors to post questions in the comments.

Step 4: Collect and Respond to Questions

• Monitor the agenda item comments.

• Answer any questions in the comments so all directors can see.

Step 5: Two Options for Collecting Votes

A) Use the comments 

• After the question period ends, send a second custom email.

• Ask directors to vote in the comments by replying yes or no.

OR

B) Create a poll 

• Go to Polls 

• Click on New Poll 

• Add a title and description for the poll. 

• Add questions. Decide if the poll should be private (no one knows how anyone voted) or public (everyone knows how everyone voted)

Step 6: Finalize the Decision

• Once all votes are in:

  • Go to the meeting.

  • Take attendance (include only those who voted).

  • Call to Order.

  • Select a mover and seconder.

  • Mark the motion as approved or not.

  • Adjourn the meeting.

Step 7: Approve the Decision at Your Next Regular Meeting

• The single-issue meeting will show as “minutes need approval.”

• At your next board meeting, review and approve the minutes to formally record the decision.