![]() It’s too loud, too hot, too cold or uncomfortable Note: you cannot reject a motion doing this When a motion is on the table, but you want to add detail or change something about it before it goes to a vote. You would like additional information on the main motion or subsidiary motion(s) at hand before voting or debating further It’s time to end the meeting or it has overrun due to debate When someone is disobeying the rules - speaking out of turn, speaking over the length of time, resorting to personal insults or another breach of rules ![]() When someone is going on a tangent or talking about things unrelated to the main motion at hand You need to take a short break before returning - not to be used if you want to end debate entirely Don’t forget when you’re addressing the chairman to address them as “Mister Chairman” or “ Madame Chairman” as appropriate. Below are 8 common motions that you might need in your next meeting including instructions on how to use them. Under Robert’s Rules, there are certain ways of phrasing things to ask for what you need. In a vote, the majority rule (or a two-thirds vote) wins, and that dictates whether or not the motion is passed. For any suggestions to move forward, motions must be raised and then voted on. Motions are a formal proposal put forward to the group, and they form many of the action items of meetings. Types of motionsĪbove, we briefly touched on motions. Adjournmentįinally, this is the wrap-up point where the chair closes the meeting. If it’s not a regularly scheduled meeting, you can also plan a date for your next meet-up. AnnouncementsĪt this stage, members can raise any updates or announcements that everyone else needs to be aware of. It is the time to cover any other reports, unfinished business from the previous meeting, action items and more. This is because they reflect the recommendations of a group of people, rather than an individual. However, unlike reports of officers, reports of committees don’t need to be seconded. If a group or a board (or a representative of either) is in attendance, now is the point where they can use the same process. All motions must be seconded to move forward. For this motion to be considered, a second attendee must say “I second that motion”. For example, a motion could be “I move that we hold a fundraiser in June”. If motions are raised at this point, they must be seconded. ![]() As part of their roles, they will also share their tasks, what has been done since the last meeting and any outstanding work to do. This is the point where the appointed officers or a leadership team such as board members share their notes, recommendations and motions. One of the ways to facilitate it is to use board portal software that lets you share the agenda and other important documents with the meeting attendees, allowing them to comment and collaborate. Once corrected, the minutes can be approved.ĭiscussion before the meeting helps save a lot of time during the meeting. If there’s anything that’s been missed or needs updating, this gets raised at this point. Ideally, everyone will have a chance to look at these prior to the meeting to save valuable time going over them during this session. Reading and approval of minutesĪt this point, the minutes from the previous session are confirmed. The secretary also takes notes throughout the meeting and attendance is part of these notes. Generally, the appointed secretary does this as part of their role. The roll call is a simple way of checking attendance: who is there, and who isn’t. ![]() Whoever is the appointed chair of the meeting will open the session. This is the point where the meeting begins. The agenda (and therefore, the meeting structure) encompasses the following: 1. Creating an agenda also protects a new item from being added once the meeting has begun and helps maintain the flow of the meeting. This makes sure all points are raised and keeps it a productive meeting. One of the fundamentals of Robert’s Rules is to appoint a chairperson or presiding officer to lead the meeting and to keep everyone on the agenda. An agenda is a list of items to be discussed in chronological order (from beginning to end). The meeting structure according to RONR is dictated by an agenda. 8 References and further reading Meeting structure
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