Having an established board meeting agenda helps the board maximize accuracy, efficiency, and productivity. Here's what to include in yours.Please enjoy our free minutes template for your corporation's special board of directors meetings. Capture the essence of your corporate discussions with comprehensive documentation of your formal meetings. How can the Board call a special meeting? Check the bylaws, which may describe the process for calling a special meeting of the Board. The Board shall call for a special meeting of the members to adopt the Bylaws (or the bylaws may be adopted at the Annual Meeting of Members). If the private interaction is unavoidable, a board member should disclose ex parte communication at the next board meeting so it can be included in the record. The board has twenty (20) days from receipt of the petition to set the date of the special meeting and to provide notice of the meeting. (Corp. Board meeting postponement notice template. 8. 5.