The chairs says, “The question is on the adoption of the motion to … ” The chair calls for the vote by asking for all those in favor to say “aye” and all oppose to say “no.” Once all members who wish to speak have done so, the chair should ask members if they are “ready for the question?” At this time the chair repeats the motion so that members are clear on what they will be voting.
Step 5: The chair puts the question to a vote. From time to time members don’t want to “debate” the motion (no discussion) and in that case the motion can go directly to a vote (see Step 5). This is the time to elaborate on the motion, including reasons for bringing it forward and informing members about the motion and any necessary background or context. The chair always should allow the maker of the motion to speak first provided the maker wishes to be recognized. The chair then asks if there is any debate. ” At this point the motion now belongs to the group (not the maker or the “seconder”). Step 3: The chair states the motion: “It is moved and seconded to. Seconding a motion indicates that at least two people believe the motion is worthy of discussion.
An explanation is most appropriate when members debate the justification for the motion (see Step 4). The member makes a motion by saying “I move to … ” or “I move that … ” To keep business moving, the member should avoid explanation of why he is making the motion. This seems like an obvious and simple first step, however, it is one that is often overlooked. In response, the chair offers a simple nod, or repeats the member’s title or name to assign the floor. To be recognized, the member can stand, raise their hand or address the chair by their title. Step 1: A member of a board who wants to make a motion must first be recognized by the chair of the meeting. If the six steps outlined in the newly revised 11 th edition are followed, board chairs should have control over their meetings and members should all be clear on the decisions that need to be made.
As a professional registered parliamentarian working for Michigan State University Extension, I consider the gold standard of parliamentary procedure to be Robert’s Rules of Order, a book first published in 1876.
Most people on official boards are familiar with the process of making a motion but oftentimes are less clear on how to manage a motion properly. The procedure of a member presenting an idea or issue to a board for a certain action is known as making a motion. For a complete list in this series go to the Parliamentary Procedure resource.Ī simple way to help meetings run more smoothly is to know how to properly introduce and manage official business. This is one in a series of articles on parliamentary procedure and how to conduct more effective organizational meetings.