Ever sat in a board meeting where crucial decisions lingered in the air, unspoken and unresolved? Board meetings are the cornerstone of organizational governance, but often, good ideas and necessary actions get lost in the shuffle if no one formally proposes them. Mastering the art of making a motion is the key to transforming discussions into tangible progress, ensuring every voice is heard and every important decision is brought to a vote. Without this fundamental skill, meetings can become unproductive, leaving important matters unattended and hindering the organization's ability to move forward effectively.
Whether you're a seasoned board member or a newcomer eager to contribute, understanding the proper procedure for making a motion is essential for effective participation. Knowing how to clearly articulate your proposal, secure a second, and navigate the subsequent discussion can significantly impact the outcome of a meeting and, ultimately, the direction of the organization. This skill empowers you to advocate for your ideas, contribute to meaningful change, and ensure that the board fulfills its responsibility in a transparent and democratic manner.
What are the common questions about making a motion?
What's the precise wording to use when making a motion?
The precise wording to make a motion is: "I move that..." followed by a clear and concise statement of the action you propose the board take. For example, "I move that we approve the proposed budget for fiscal year 2024."
Clarity is paramount when making a motion. Avoid ambiguity or vagueness. A well-worded motion facilitates discussion and ensures everyone understands exactly what they are voting on. Consider writing out your motion beforehand, especially if it's complex, to ensure accuracy. Preparing in advance also demonstrates thoughtfulness and increases the likelihood of it being seconded and ultimately passed. After stating your motion, you generally wait for someone to second it. If no one seconds the motion, it dies. If it is seconded, the chair will restate the motion and open it up for discussion. This is the opportunity for board members to ask questions, voice concerns, and suggest amendments. Remember that the goal is to arrive at a decision that benefits the organization, so be prepared to engage in constructive dialogue and potentially refine your motion based on the feedback received.Who can second a motion, and what does that entail?
Any member of the board, other than the person who made the motion, can second a motion. Seconding a motion simply indicates that at least one other member of the board believes the motion is worth discussing and considering, thereby opening it up for debate.
The act of seconding a motion is crucial to the efficiency and validity of board meetings. Without a second, a motion immediately dies because it lacks demonstrated support for further consideration. This prevents the board from wasting time on ideas that are not of interest to at least two members. The second doesn't necessarily mean the person *agrees* with the motion; it only means they think the idea is worth discussing by the board.
It is important to note that seconding a motion is a simple procedural step. It doesn't require a lengthy explanation or a formal vote. A simple verbal affirmation like "I second the motion" or "Second" is sufficient. The chair then proceeds to open the floor for discussion and debate on the motion.
How do I handle amendments to my original motion?
Amendments are proposed changes to your original motion. If someone proposes an amendment, you have the opportunity to accept it, argue against it, or let the group vote on it. Your initial reaction and subsequent actions should depend on whether the amendment strengthens or weakens your original intent.
When an amendment is proposed, the chair will typically ask for a second to the amendment. If seconded, the amendment is open for discussion. As the original maker of the motion, you have the first opportunity to speak to the amendment. If the amendment improves your motion or clarifies your intent, you can simply accept it by saying "I accept the amendment." If the group agrees, the motion is then considered amended. If, however, you believe the amendment detracts from the motion's purpose, you should explain why you oppose it. Other members can then debate the merits of the amendment. Ultimately, the group will vote on the amendment before voting on the original motion. If the amendment passes, your original motion is altered to include the amendment. If the amendment fails, your original motion remains as it was initially presented. Remember to remain respectful during the discussion, even if you strongly disagree with the proposed amendment. You can also suggest a friendly amendment, a slight modification to the proposed amendment, to find common ground. The goal is to reach a consensus and advance the board's work effectively.What happens if a motion fails to get a second?
If a motion fails to receive a second, it is immediately considered to have failed and is not open for discussion or a vote. The chair will announce that the motion dies for lack of a second, and the meeting moves on to the next item on the agenda or consideration of a new motion.
When a motion is made, requiring a second ensures that at least two members of the board believe the topic is worth discussing and considering. The second indicates that there is at least some interest in pursuing the matter, thereby justifying the board's time and attention. Without a second, the motion is deemed to lack sufficient support for further consideration. Think of it as a preliminary filter; if no one else supports bringing the idea forward, it's not worth the board's time to debate it. The purpose of this rule is to prevent the board from getting bogged down in lengthy discussions about proposals that are unlikely to gain traction. By requiring a second, meetings become more efficient, focusing on items that have a reasonable chance of being approved or at least warrant serious discussion. The chair has the duty to enforce this rule impartially, ensuring that no motion is debated or voted on without first receiving a second from another board member.Can I withdraw a motion after it's been made?
Yes, the maker of a motion typically has the right to withdraw it at any time before the motion has been amended or voted upon. This is a standard parliamentary procedure designed to allow flexibility and efficiency in meetings.
Withdrawing a motion allows the board to avoid spending time debating or voting on something the original maker no longer supports. Perhaps new information has come to light, a better solution has been proposed, or the maker simply realizes the motion is not well-received. The process for withdrawing a motion is usually quite simple: the maker verbally requests to withdraw the motion. If no one objects, the chair announces the motion is withdrawn, and it's removed from consideration. However, if there is an objection to the withdrawal, the chair must put the question to a vote. The motion to allow withdrawal is typically a non-debatable motion and requires only a simple majority to pass. If the withdrawal is approved, the original motion is removed. If the withdrawal is not approved, the board continues with the original motion as if the request to withdraw never happened.How do I make a motion to table a discussion?
To make a motion to table a discussion, you must first be recognized by the chair. Then, clearly state, "I move to table the discussion" or "I move to table the motion." It's crucial to avoid adding any debate or argument to your motion. The motion requires a second, and is not debatable. A simple majority vote is needed for the motion to pass and effectively postpone the discussion.
A motion to table is a procedural move designed to temporarily halt discussion on a particular item. The intention is usually to address more pressing matters or allow time for more information to be gathered before revisiting the topic. Remember, tabling doesn't kill the motion; it merely postpones it. The item can be brought back to the table at a later point in the same meeting or at a subsequent meeting. The motion to table has specific rules. Once the motion has been made and seconded, the chair should immediately call for a vote. No discussion or amendment of the motion to table is permitted. A simple majority (more than half) of the voting members present is required for the motion to pass. If the motion fails, the discussion continues as originally planned. It's important to understand the difference between "tabling" and "postponing indefinitely." A motion to postpone indefinitely essentially kills the proposal. Tabling, on the other hand, provides an opportunity to address the matter at a more opportune time. Use the motion to table judiciously to manage meeting time effectively and ensure that all important issues receive the attention they deserve.What are the rules for voting on a motion?
Voting on a motion generally requires a second, a period of discussion, and then a vote, with the outcome determined by whether the motion receives the required majority (typically a simple majority, meaning more than half of the votes cast, unless the bylaws specify otherwise) to pass.
After a motion has been properly made and seconded, the chairperson opens the floor for discussion. This is the opportunity for board members to debate the merits of the motion, ask clarifying questions, and propose amendments to the motion. The chairperson should ensure that everyone who wishes to speak has the chance to do so and that the discussion remains relevant to the motion at hand. It's important to note that discussion can be cut short by a motion to "call the question," which, if seconded and passed, immediately moves the board to a vote. Once the discussion is complete, the chairperson restates the motion clearly and calls for a vote. Depending on the bylaws or established practices, the vote can be taken by voice vote (aye/nay), a show of hands, a roll call vote, or by secret ballot. The chairperson then announces the results of the vote – whether the motion has passed or failed – and this outcome is recorded in the meeting minutes. Understanding and adhering to these steps ensures fair and democratic decision-making within the board.Alright, you've got the basics! Making a motion might seem daunting at first, but with a little practice, you'll be navigating board meetings like a pro in no time. Thanks for reading, and we hope this helped demystify the process. Come back soon for more tips and tricks on effective meeting participation!