Most groups have a written copy of their rules. They may be published on the group’s website. If not, talk to the person who takes the minutes of the board meetings – they usually have a copy. Find out if you have to tell anybody about your motion before you present it, and if you are required to submit any written documentation of your motion. If you’ve never been to a board meeting, make it a point to go to one before you present your motion, if possible. You can watch others make motions to become more familiar with the procedure.
The form may be published on the group’s website. The secretary or another person who takes the minutes of the board meetings also may be able to help you. In the absence of a form or template, structure your written motion so that it includes a title, space for a brief description of the motion, and a proposed resolution.
Main motions and privileged motions are both unrelated to any other business and must be brought on their own. Subsidiary and incidental motions relate to another matter of business already before the board, so you typically wouldn’t have the opportunity to write these out ahead of time. Your group may have specific rules for introducing a main motion. For example, you may need to notify the presiding officer of your motion within 24 hours before the meeting takes place.
On the one hand, you want to include all relevant details. On the other hand, you don’t want to be too wordy. Try to strike a happy medium but make sure you’ve included anything essential. If you have enough time to prepare, it can be helpful to have someone else look over your motion and see if anything can be cut out of it.
In general, you want to leave as little room for interpretation as possible. For example, if you want to move that your homeowners’ association switches from ABC Landscaping to XYZ Landscaping, you want to list those companies specifically.
Generally the presiding officer will open the floor to motions by asking “Is there any new business?”
In smaller, more informal groups, such as where people are seated around a single table, you may not need to stand or move at all.
After the official title, refer to the presiding officer as either “Mr. " or “Madam,” whichever they prefer. Start by saying “I would like to propose a motion. " In some groups it may be customary for the presiding officer to acknowledge your purpose and give you permission to continue. In others, you may simply continue stating your motion. Depending on the rules or customs of your group, you may need to describe the type of motion you want to make here.
Your motion should always be stated affirmatively. Tell the board what you think it should do, not what it should not do. For example, you might say “I move that the Board cancels the contract with ABC Landscaping and instead hires XYZ Landscaping. "
The presiding officer typically will ask if anyone seconds the motion. Someone will stand or raise their hand and say “I second the motion” or simply “I second. " In most groups it is commonplace for you to already have a second lined up. Talk to others in the group before the board meeting and tell them about your motion. Find out if someone is willing to second it.
For example, if you made the motion to switch landscapers, the presiding officer might say “Should the board cancel our contract with ABC Landscaping and hire XYZ landscaping?” This question will always be a yes/no question.
Address your comments to the board as a whole, not the presiding officer directly. Explain whatever you feel is necessary. Now is the time to convince the other board members to side with you. Generally you should avoid making personal comments or addressing any specific board member individually, unless it is absolutely necessary to do so in the context of the motion.
Generally, Robert’s Rules dictate that each person who speaks should only speak once or twice to allow everyone who wants to speak the opportunity to do so. Your group may have a more relaxed and open procedure.
If a secondary motion is made, it will go through the same procedure as your motion did. Typically you don’t have the opportunity to change your motion based on the secondary motion, but you can make a new motion.
The presiding officer calls for affirmative votes first, and counts them. If the affirmative votes are a clear majority of the members, they won’t ask for negative votes. If there aren’t enough affirmative votes, the motion doesn’t pass. You may be able to bring it up again, or propose an amended form. This varies depending on the rules of your group or organization.
Even if you aren’t required to submit a written copy of your motion, it’s a good idea to write up a draft of the resolution. If your motion passes, you can offer your draft to the presiding officer.
