Flying Minutes is a feature with the Premium and Ultimate Plans. If your board subscribes to the Essentials Plan then you will not be able to see Flying Minutes.
What is a Flying Minute?
Flying Minutes are used to capture board approvals between board meetings.
Who can be a host?
Only those with a Chair, Administrator, Board Secretary or Senior Executive Access Level can be a Flying Minute host.
Who can cast a vote?
Board members can cast their own votes, provided they can log in to BoardPro.
Where can I see the status of a Flying Minute?
On a Flying Minute, you can see the statu.s
If the vote is in progress, you will see if you have voted, or if no,t a blue Cast Your Vote button will be shown.
Once the vote has been closed, the result of the decision is displayed
Can I change my vote once I have voted?
No, so please vote carefully. If a vote was miscast, there are two options available:
The flying minute can be cancelled and restarted to ensure transparency, or
Once concluded, notes can be added to the final decision to document any required corrections without recreating the entire flying minute.
My Board requires I explain why I voted a certain way. How do I record that?
When you vote th,ere is a comment box available where you can enter the reason why you voted on this particular motion.
What happens if I cannot cast my vote?
If you are unable to cast your vote, you can request that the Chair/Administrator assist you with your vote. Once they have entered your vote according to your direction (and your comment if asked), you will receive an email confirmation of your vote.
Can a vote be opened early?
Yes, if the discussion has come to a close, the vote can be opened early
by clicking the countdown clock, ticking Start Now, then Update.
Can I close the vote early, even if not everyone has voted?
Yes, although not good practice, a vote can be closed early. If your Automation settings are at 100% (BoardPro Default Setting) and not everyone has voted, the vote will not pass. In which case, you can re-open the vote and assist the remaining Voters.
Can the vote be re-opened?
Yes, in the very rare event that a mistake was made, a vote may be reopened. However, those who have already voted will not be able to change their vote. When reopening a vote, it's essential to maintain transparency by documenting the reason for reopening. Any corrections or changes should be clearly noted in the final decision to maintain proper governance. If a flying minute has expired and you need to extend the voting deadline or implement changes, you can reopen it.
To do this:
Navigate to the Flying Minute screen.
Access the settings or options menu for the specific flying minute.
Reopen voting and adjust the deadline as needed. Reopening expired flying minutes can help when additional time is needed to gather responses.
Can I edit a motion in a Flying Minute? The ability to edit motions depends on the phase of the Flying Minute process:
During the discussion phase (before voting starts): Motions can be edited freely.
After voting begins: The motion becomes fixed to ensure the board is voting on the original motion. If changes are needed at this stage, a new flying minute must be created.
Where can I find the decision for the Flying Minutes?
A record of the decision will be found in the Minutes of the next meeting when the Draft Minutes stage is opened.
In the Decision Register
Why is my Not Approved Decision not being shown in the Minutes?
If a Flying Minute isn't approved, it isn't really a decision. BoardPro shows Approved FM Decisions in the Minutes of the next meeting. Non-approved flying Minutes can be found on the Between Meetings page under Outcome.
Can a Flying Minute be Locked?
Yes, locking a flying minute prevents any further edits to the motion or reopening of votes, ensuring the finality of decisions and maintaining record integrity.
and of course, can always unlock the Flying Minute as well.
Best Practices for Managing Flying Minutes
Plan Before Going Live: Double-check all details of a Flying Minute before sending it out to minimize the need for changes.
Communicate Clearly: When creating a new flying minute to replace a live one, ensure all board members are promptly informed to avoid confusion.
Monitor Deadlines: Track the progress and responses for flying minutes to ensure timely decisions and avoid expiration where possible. By following these guidelines and processes, you can efficiently manage and modify your flying minutes, ensuring smooth communication and decision-making among board members.