Episode 8: Between Meetings — Because Decisions Can’t Wait
Decisions don’t always wait for the next scheduled meeting. Whether it’s approving emergency repairs, responding to grant opportunities, or finalizing contracts, boards sometimes need to act fast.
In Episode 8, we explore how BoardSpace supports single-issue meetings—structured, trackable decisions that happen between your regular sessions.
Feature Focus: Single-Issue Meetings
BoardSpace makes it easy to create and run focused, one-topic meetings. These meetings use streamlined templates and can be scheduled anytime—with a clear agenda, motion, and record of discussion. It’s the perfect alternative to email threads that get lost or decisions that go undocumented.
How It Works
- Create a meeting using a template for a single-issue meeting with an agenda with these agenda items (Call to Order, Item, Adjournment)
- Draft the motion and add it to the Draft Minutes
- Attach the relevant documents to the Meeting Agenda
- Send a custom notification via email to all directors
Directors can:
- Vote using a poll for a structured, trackable response (yes/no/abstain)
- Or post their votes in the meeting chat if quick consensus is needed
- Use the chat to ask questions or add comments before the vote
- Use BoardSpace to track discussions, record the vote, and lock the decision in your official record.
Stories from the Board Table
1. Rita, the Fix-It-Now Treasurer
One of the HOA’s townhouses has a roof leak—again. Rita didn’t want to wait a month to approve the contractor’s quote. She set up a single-issue meeting, attached the quote, and added the motion. The board voted the next day. The leak was fixed by the weekend.
2. Dylan, the Deadline Dodger
Dylan’s board was about to miss out on a matching grant due to timing. A quick single-issue meeting allowed them to approve the application before the deadline hit. They secured $10,000 without breaking any rules—or rushing a regular meeting.
3. Marie, the Calm in the Storm
A snowstorm forced Marie’s board to cancel their monthly meeting. Instead of pushing everything back, she scheduled two single-issue meetings to handle time-sensitive motions. Everything else could wait—but the essentials got done.
Before and After: Handling Urgent Decisions
Before BoardSpace
- Lots of back-and-forth email chains, with several directors asking the same questions in separate threads
- Confusion and redundancy as multiple conversation branches emerged
- No formal motion or record of vote
- Disagreements about what was decided—and when
- Delays waiting for the next full meeting
After BoardSpace
- Single-issue meeting created in minutes with a clear agenda
- Motion recorded, discussion documented, and vote tracked
- Directors notified automatically and can respond via poll or chat
- Results locked into your official records—no confusion, no delays
Benefits for Users and Organizations
- Act quickly without breaking process
- Maintain full transparency and records
- Keep business moving between meetings
- Reduce stress around urgent issues
Connected Features
Single-issue meetings pull together multiple BoardSpace tools:
- Use Agenda Templates to structure the meeting consistently
- Add polls or motions to capture decisions
- Trigger email notifications to keep directors in the loop
- Track everything as part of your official records—no matter how short the meeting.
Wrapping Up
Governance doesn’t stop when the meeting adjourns.
With BoardSpace, your board can keep things moving—without losing track or cutting corners.
Single-issue meetings give you speed and structure.
Meme Moments
“Not every motion needs a full meeting.”
(BoardSpace: Because one-topic meetings deserve one-click solutions.)
“Emergency roof leak? Approve. Record. Move on.”
(BoardSpace: The calm during governance storms.)
“When decisions can’t wait—BoardSpace doesn’t either.”
(BoardSpace: Fast, documented, and officially official.)
Next time on Inside the BoardSpace Toolbox.
A blog series for directors, chairs, and admin pros who want to master the tools of board governance.
Stay tuned for Episode 9, where we explore a new feature: The One-Link Email: An Alternative Board Meeting Package Distribution.