How is Business Brought Before the Board? business, the meeting is adjourned.” Or they may say, “A motion to adjourn is in order.” In announcing the affirmative vote: “The ‘ayes’ have it and the meeting is adjourned.” Note: A single rap of the gavel may be used. Ideally, motions (and seconds to the motion) come from Board members. The mover of a motion to confirm the minutes needs to have been present at the meeting concerned. REPORT OF THE EXECUTIVE BOARD (for association meetings) A summary report (not the minutes) is read for the information of the members. TOWNSHIP MEETINGS AND ELECTIONS 58-04-01. The Articles of Incorporation usually provide for an “initial” … Keeping track of what motion is on the floor and who to recognize next is tough. Motions are the meat of a meeting: the reason they tend to take place. After approved, the secretary must sign the minutes to make them official. Pass or fail. CEO Report [Name of CEO] discussed the agenda and reported on progress since last meeting. 1."Approval"of"agenda"6"No"motion"needed"to"amend"or"accept"agenda. Then you, the board … The making of the motion is subject to time limits (see RONR p. 316 ll. AMENDING A MOTION You want to … He’s from Massachusetts and has a second home in our town. Once you present your proposal, the board will vote on the issue; the motion will be recorded in the minutes of the meeting. The motion to revise the October minutes, including the specific items that need to be corrected, will appear in the current meeting minutes. An occasional board meeting may be held via email or teleconferencing, but only if there is a quorum of directors and if they participate simultaneously. Chairing a meeting is harder than it looks. Think of it as a sign-in table before the annual meeting is held. All board members should come prepared with, or be provided with, a copy of the minutes from the previous meeting. 6. Minutes should reflect the time that the meeting is called to order and adjourned. This promotes an orderly discussion. The leader of this group has announced that he intends to attend town meeting and tell everyone what he thinks about the road agent when the highway budget comes up for discussion. A nonprofit board meeting should be, at least partially, strategic. Motion to Set Time for Next Meeting Typically used when the next meeting needed is not the next regularly scheduled meeting. ... A member will stand up to make a motion – Here is where the member will gain the attention of a board member by calling on their official title. (7) An amendment cannot pose a question which is against any decision already taken at the same meeting. Here are some different ways of recording votes in meeting minutes. . dinner and Board meetings. Your primary role as president is to preside, which means acknowledging the motion and second and then lead the discussion and move the motion to a vote. Note: Minutes do no require a motion … Structure your motion like this: Wording for Motion Parts Explanation According to Robert’s Rules of Order, “To begin the process of making any decision, a member offers a proposal by making a motion. Steps in Making a Motion. Record that decision and the authority to change the document in the minutes of THAT meeting – where the decision to change is made. If two vote in favor, one votes against and the fourth director abstains, the motion fails. This step just clarifies what will happen as a result of the vote. That Motion is Seconded and voted on. Vote is taken on motion – After an appropriate period of discussion, the president or chair should … During a meeting, a motion is made via three simple words: “ I move that. For more tips on appropriate rules of order for your next YSO board meeting, see the downloadable article below. ! A member can't make the motion to adjourn while the assembly is occupied with taking a vote, verifying a vote, or announcing a vote, except when the vote is by ballot. Generally speaking, a motion can be put forward verbally whereas a resolution is written down and recorded. MOTION NEEDED TO PAY BILLS. During the pandemic some unknown third parties have disrupted online worship services by sharing their screens. Destruction of the Ballots Past President Now, may I have a motion to destroy the ballots in seven days (or immediately)? Thus, they should consist of a clear, accurate, and complete report of all business transacted and should be worded in a manner that is simple and unambiguous. meeting for approval. Meetings are one way to make collaboration structured and organized, but without a sense of purpose or control, meetings can easily become overlong and inefficient. Many nonprofits take the development of their board’s meeting agenda for granted. ... Time for a Board Meeting – and Minutes Too. “The ayes have it and the motion is adopted.” Or “The noes have it, and the motion is lost.” The five classes of motions and when to use them: 1. The minutes reflect that the room was cleared except for Board members and the Manager and (the invited guest). MOTION by Johnson: Move to extend the existing meeting arrangements for the next three months. Calling a shareholder meeting requires issuance of a notice which specifies the date, time and place of the meeting. Make Sure the Board Meeting Agenda is Strategic. During certain portions of a board meeting, board members are allowed to make motions. For example, if the agenda includes a discussion of funding a new scholarship, at the end of the discussion, a board member can make a motion that the organization should fund the scholarship. Board members usually give a voice vote, but votes can also be signified with a show of hands, standing to rise, or by ballot. And the Minutes should be signed by the Secretary and indicate that they have been approved by the Board. The motion passed unanimously. The Notice, Agenda and documentation are sent to members by the Secretary at least five days beforehand. The standard for meeting protocol for board meetings is … If you are required to submit your motion in writing, your group may have … Board Meeting Most HOAs consider a board meeting to be the most common. Following Robert’s Rules or Parliamentary Procedure for Proper Board Meeting Procedures. They are introduced, seconded, discussed and voted on by members at a meeting. The motion passed. Minutes should be carefully reviewed by directors before being approved. Motion to be written on this form by the person making the motion and given to the Secretary for completion. The presiding officer announces the vote and whether the motion is adopted or defeated. Also, make sure you set up the meeting to turn off the “screen share” option for everyone except your scheduled presenters. Chairs of standing committees making reports should be contacted before the meeting. Call to order. The chair asks for “yea” or “yes” votes and then “nay” or “no” votes. Knowing how to plan, prepare, and lead a meeting that you're chairing can make the difference between an effective meeting and a wasted one. Subsidiary motions assist the members in treating or disposing of a main motion It is therefore useful on some matters, to call for a motion, a seconder and a vote. I suggest though, that best practice is for someone other than the treasurer to move that their report be accepted. The kind of meeting (regular, special, annual, adjourned regular, adjourned special, and so forth) 2. Executive session can’t happen merely on the say-so of one member, or even several. Indicate whether matter is “discussion only”, “vote required”, etc. Typically, it is planned ahead of time with the knowledge of the Chief Executive. When an owner objects to approval of the past minutes as written, that owner technically is making a motion to amend the main motion. These reports should be brief. And the Minutes should be signed by the Secretary and indicate that they have been approved by the Board. That’s right. Some board meeting decision items are way more important than others. Fifty one percent of the members present would be 10.2 members. Check any deadlines with your CLP prior to meetings. That means someone who was on the side that carried or won the motion. In general, only those individuals who belong to the group (board or committee or general membership) need to be at that meeting. Board directors can log into the portal and get the most updated board meeting information at any time and from any location. The meeting decides. Impact of Recusal on Voting. The procedure (to be put in the regular meeting minutes) is that a Board member makes a Motion for the Board to go into Executive Session and states the reason (e.g., to discuss a personnel issue). Madam Chairman or Mr. Chairman. Keep Records of Meeting Minutes. The previous minutes must be accepted before the current meeting can proceed. Chair, the motion passes 7-0 or the motion fails 2-5.” The above is followed for each item on the agenda. In an effort to make all things parliamentary more accessible, The Law of Order provides practical information, advice, and strategy for navigating the legal and procedural complexities of board and committee meetings, delegate meetings, conventions, and the like. Yes. Any person may move, second, or correct the minutes and may vote to approve them. To formally move approval of the minutes means that the maker of the motion has either reviewed the secretary's draft and feels that it is in decent form for approval or trusts the secretary's ability to draft the minutes. • A meeting or portion of a board meeting where only the board members meet – staff and other attendees are excluded • Sometimes referred to as a closed meeting or an in camera session • Select staff or professional advisors may be invited to join an executive session • Usually called by the board chair; some boards allow other The town board may call the special meeting by voting on a motion to do so at a town board meeting. At a duly constituted meeting, agree that the minutes need to be altered and authorise the Secretary (you) to make the alterations of the original minutes document on the computer. Parliamentary Procedure is the best way to get things done at your meetings… … Announce the effect of the vote. Therefore, we are in the process of developing an email procedure where an email notice is used to call for a meeting to get a Motion, 2nd, then Discussion then taking a vote. Board and Member Meetings. Six affirmative votes are required to approve an email motion. The person putting the motion is simply doing that – putting forward a motion. If a majority do not vote in favor, the meeting continues. Adjournment There is no need to obtain a motion to adjourn the meeting. c. Rescind a motion previously adopted: Voids a motion previously passed. He should say, " The … - Carver presented members with a draft of the reworded By-laws paragraph that would allow members to conduct actions over electronic mail. Usually implies that business will not or can not be completed in the current meeting, but also can not wait until the next regular meeting. If the group agrees, this can be done informally or as a motion. Structure your motion like this: Wording for Motion Parts Explanation Annual township meeting - When held - Change in meeting place - Notice. The motion … All meeting must comply with the open meet-ings act. . If there are substitutes for the board chair or the secretary, the minutes should reflect the actual names of who ran the meeting. 2. Offer your motion concisely (and with only minimal advance comment, if any at all) by saying, "Mr. Chairman, I move that. . . ." For all but the simplest original main motions, write out the motion ahead of time and be prepared to immediately submit the written motion to the chair or the secretary after making the motion. A motion is a formal proposal by a member, in a meeting, that the group take certain action.” It is therefore useful on some matters, to call for a motion, a seconder and a vote. 3. The chair will decide if the motion qualifies as an emergency motion. 3. Board Tip: “Tabling” an Agenda Item. Here are three of the most commonly used methods: Reconsider -- A motion to reconsider must be made by a person who voted on the prevailing side. Pulling back the curtain reveals several principles that can make your board better. Motion to adopt is usually made by the committee chair. The motion to revise the October minutes, including the specific items that need to be corrected, will appear in the current meeting minutes. 12. To make a motion, a board member should wait until all other board members have finished speaking, then stand and address the Board by stating, “I move that our community...” Once you’ve stated your motion, another HOA board member should second it so that debate and discussion on the issue can conclude. If an The motion reconsider allows the assembly to change its mind about how the membership voted on a motion. Draft motions ahead of time and include in agenda, especially in complicated matters or even just to ensure it’s done! A motion is considered at a meeting, a resolution is the outcome of the discussion. Taking Effective Meeting Minutes. That person will present their idea. The Mayor was quoted as refusing to entertain a motion, claiming that “according to Robert’s Rules of Order, a book on parliamentary procedure, ‘you can’t make a motion unless a motion is asked for.’” Don’t believe it! The motion failed. Call to Order Larry Emerson called the meeting to order at 2:00 p.m. and Tom Avery recorded the minutes. Check any deadlines with your CLP prior to meetings. Second, the vote must be unanimous (less any legitimate recusals or abstentions, such as for conflict of interest), allowing the board chairman to declare the motion passed by unanimous written consent. It is often looked at as just a list of things to be covered in a meeting. In a group whose meetings last one day, members must make this motion at the same meeting in which the vote was taken. A motion is a formal proposal put to a group for a decision by vote in a meeting. Check for a form or template. How to Make a Motion at a Board of Directors Meeting Raise Your Hand. The presiding officer takes a vote by stating: All those in favor say "Aye." Motions = idea generation and discussion. Listen for the chairman to recognize you. The board chair has the responsibility to clearly state a motion before the board. Make it 100% virtual or 100% in-person. Make eye contact. This is a FREE LESSON in HOW TO MAKE A MAIN MOTION according to Robert's Rules of Order. A tool that many boards utilize to make their meetings more efficient and productive is a consent agenda—also called a consent calendar. However, if only 16 of the members vote on the motion, then one more than half of those voting would be 9 members. They are not an official record of a meeting unless this has taken place. If you think your board and annual meetings are dull, I have just the thing to liven them up. 2. Wait for the Floor. Main motion To introduce a subject, make a main motion 2. The town board then decides where the meeting is to be held. Timescales make it important to be aware of any time-sensitive issues. President, I rise to give previous notice that I will make a motion to amend our bylaws at the next meeting. Some board meeting decision items are way more important than others. Rise and address the chair: Madam President or Mr. President. In conventions or sessions of more than one day, members can reconsider a motion voted on at one meeting the next day. If both a main motion and an amendment to that motion are on the floor, the … A motion should be proposed before the chairperson allows any debate or discussion on the topic. Formally, a motion should be made to end a meeting. The date, time, and location of the meeting (don’t list the location if it’s always the same) 4. (State the name of the seconder) Call the vote. consistent approach from meeting-to-meeting and it is especially valuable when key board players such as the chair, secretary or executive director change. If only 4 directors of a 5-member board attend a meeting and 2 vote for a motion and 2 vote against, the motion fails. It is the president's job to keep the meeting rolling and not waste a lot of time. Minutes may identify any directors who do not support a motion (dissent). Pass or fail with numbers. (“I make a motion to…”) To change a motion (amend.) These meetings are designed to handle sensitive issues that cannot be discussed publicly. or. Boardroom decision-making processes have largely been shielded from view. A mention of whether the previous meeting’ Sit down after you make the motion. The motion requires a second. Consult with the secretary of the HOA for details on the recorded motion and vote. A motion is announced or put forward by an eligible meeting participant for the purpose of focusing the discussion. The president or meeting head, called the ?chair? Begin the meeting in open session. Note: Minutes do no require a motion … Consult with the secretary of the HOA for details on the recorded motion and vote. Then you, the board … Any motion to amend a main motion depends upon the acceptance of the assembly, not the person who made the original motion. • After recognition, make a main motion. 2. It helps to Members discuss the motion by rising, addressing the chair, and being assigned the floor. Minutes . VOTING PROCEDURES. In a group whose meetings last one day, members must make this motion at the same meeting in which the vote was taken. It just removes any doubts that you rightly point ut may exist. The best approach, then, is to make it a matter of policy: No new motions are addressed at your meetings unless they are submitted in writing in advance of the meeting, and added to the agenda. by Joseph Sanders, CAM, CMCA / Published July 2014 . A statement confirming that your organization’s regular presiding officer and secretary are present (or giving the names of the persons substituting for them) 5. They are presumed to be correct and are considered legal evidence of the facts they report. When a motion is proposed, participants will typically vote Yes, No, or Abstain. A discussion began after several board members asked questions. This motion needs a second, cannot be debated, and takes a majority vote to pass. State in the motion the authorized purpose (s) for the closed session. At board meetings, people are to state their opinions and positions on the motions under consideration - - and then vote. The motion reconsider allows the assembly to change its mind about how the membership voted on a motion. The seconder does not need to have been present. Most nonprofits favor this method because defining and implementing a nonprofit's program works best through open discussion and consensus-building among the interested parties. Attend the meeting and submit your motion as outlined by the HOA bylaws. A board member makes a motion to approve the minutes from the previous meeting. Timescales make it important to be aware of any time-sensitive issues. (“I make a motion to adopt this”) 1. Making and Handling Motions Following Robert's Rules In an organization that's following Robert's Rules, when that light bulb goes off in your head and you have a great idea, you make a motion to get your idea discussed and a decision made. Learn the rules about “when” and be prepared to speak up about “what,” making … There being no further business to come before the board, the meeting is adjourned. They are the ideas presented, the discussion and debate of those ideas, and the process of deciding which ones become reality. Offering a friendly amendment is really patronizing. A director may make a motion on a matter discussed, followed by a “second” and then board discussion. Highly functional boards know that board time is a precious commodity that shouldn’t be squandered. The Agenda is proposed as distributed. Eye contact increases attention, makes you more noticeable, and convinces people that what you're saying is important. The motion failed with 1 vote in favor and 19 against. Highlight the beginning of a motion by placing the word "MOTION" in upper-case letters or underlining it, followed by the name of the person who proposed the motion (for example, "MOTION by Colonel Mustard"). Record the motion precisely as it was stated. The motion may be presented in italics. In conventions or sessions of more than one day, members can reconsider a motion voted on at one meeting the next day. The chair will decide if the motion qualifies as an emergency motion. Calling the Meeting, Notice and Agenda . Minutes of Meetings and Record of Motions. Title: NEWH Board of Directors Motion Form Author: NEWH, Inc. Last modified by: Shelia Lohmiller Created Date: 10/9/2005 10:35:00 PM Motion: the name given to a 'proposal' when it is being discussed at a meeting. Minutes . In a big meeting (like the Academic Board) it saves time to have two or more people counting, covering different sections of the room. The chair states the motion: “It is moved and seconded to ... ” At this point the motion now belongs … Since you cannot count a portion of a member, 51% would be rounded up to 11 members. Minutes should reflect the time that the meeting is called to order and adjourned. An in camera session can be a regularly scheduled event at the beginning or end of a Board meeting, it can be called by the Chairperson or by formal motion through a majority vote from the Board. protocol as would be used in an in-person meeting should be used to make them part of the final motion on which the vote is to be taken. Also, debate is once again open on the main motion. Rescind or Amend a Motion Previously Adopted If after a meeting is over (too late to reconsider) you feel the wrong decision was made, you may make a motion to rescind. . In a smaller meeting, like a committee or board meeting, often only four motions are used: To introduce (motion.) NOTE: Roll call votes are necessary when expenditures are being approved and voting on Election of Officers. Attend the meeting and submit your motion as outlined by the HOA bylaws. Another member must second the motion before a group discussion. Other points to remember Circulate minutes to directors 48 to 72 hours after the meeting. MAIN MOTION The basis of discussion at a meeting is a motion. PTA meetings may be board meetings, executive committee meetings, committee meetings or general meetings. final decision making authority. There is no legal requirement to include the statutory citation. The board chair and the secretary are the two primary meeting facilitators, and their names should also be recorded. If you are uncomfortable, look at the center of their nose instead. 21- 31). (5) It shall be within the scope of the meeting. ... A motion to approve the previous meeting minutes from August 5th was made by Larry Emerson and seconded by Marc Branson. meeting and a vote is required on a motion which needs a simple majority to pass. Most associations are pretty informal and use the typical “motion, second, discussion, majority vote” on decision making matters. Both a requests and calls must include the purpose, time, and date of the special meeting. A short telephone call to each board member a week or so before the board meeting is a great way to build rapport and have one on one dialogue. For example, if the agenda includes a discussion of funding a new scholarship, at the end of the discussion, a board member can make a motion that the organization should fund the scholarship. A motion was made by [Name] to accept the minutes as presented and was seconded and unanimously approved as presented. We mentioned earlier that directors expect to receive … Elect a “permanent” board of directors. For ordinary meetings of a board who meets monthly or biweekly, for example, it can only be made at the same meeting the decision to be reconsidered was made. Board meetings are more informal and urgent items can be dealt with first. According to Robert’s Rules of Order, “To begin the process of making any decision, a member offers a proposal by making a motion. The Agenda for Church Board Meetings below can be used in the church board meetings as a guide to the church board members throughout the meeting in progress. Chair Voting in Membership Meetings or Conventions. Board briefly discussed the options.
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