Chairing meetings

Corporations need someone to chair general meetings and directors’ meetings.

Directors can elect a different person for each meeting, or they can elect someone to serve as chair for a period of time.

The job of chair

At a meeting the chairperson’s job is to:

• welcome everyone
• check a quorum (minimum number of people) is present for the meeting to start
• check someone is taking the minutes
• make sure the agenda is followed (business of the meeting)
• start and finish the meeting on time.

After the meeting the chair needs to check and sign the minutes.

Appointing a chair

A corporation may have already appointed a person to chair all general meetings. If not, the directors will usually nominate someone to chair the meeting. The members can sometimes appoint a chairperson. 

Who can be a chair

The chair for directors’ meetings is usually a director of the corporation. 

The chair for general meetings is normally appointed by the directors, and is usually a director, or might be a CEO. If the directors don’t elect a chair, or the chair isn’t available, members at the meeting can choose someone to chair the meeting.

When to appoint a chair

The chair should be appointed before the meeting starts. It’s better to appoint them at the end of the previous meeting so they can prepare.

When the chair isn’t available

If the chairperson is not available for a general meeting, the directors choose a replacement (usually one of them) or the members elect someone.