Procedural Information at the President's Fingertips
Business Meeting Outline:
- Opening...Constitution of the Meeting
- Minutes...Adopt or Accept
- Business arising from the minutes
- Adoption of the Agenda
- Correspondence...Action to be Taken
- Financial Reports...Accept
- Committee Reports...Adopt or Accept if there is a recommendation or motion
- Adjournment
Motions: According to Bourinot's Rules
Motions always use seven steps:
- moved,
- seconded,
- stated,
- discussed,
- restated,
- voted on,
- declared amended motion
Vote on amendment first; then on motion as amended.
The chair should not speak to motions while in the chair.
State the question clearly, allow for discussion, take the vote, announce the decision.
| Type of Motion | Seconded | Discussed | Amended | Vote |
|---|---|---|---|---|
| Main motion presents proposal | Yes | Yes | Yes | Majority |
| Table the motion | Yes | No | No | Maj. |
| Call for a Vote | Yes | Yes | No | 2/3 |
| Refer to Committee | Yes | Only the referral | Yes | Maj. |
| Amend the Main Motion | Yes | Yes | Yes | Maj. |
| Withdraw the Motion | No | No | No | Maj. |
| Appeal ruling of the chair | Yes | Yes | No | Maj. |
| Motion to reconsider | Yes | Yes | No | 2/3 |
| Motion to Rescind | Yes | Yes | Yes | 2/3 |
| Motion to Lift from table | Yes | No | No | Maj. |
| Motion to Adjourn | No | No | ||
| Motion to Recess | Yes | Only as to length | Yes | Maj. |
| Privileged Motion - | stops all business that is before the assembly | |||
| Question of privilege | No | No | No | Chair decides |
| Point of Order* | No | Chair & mover only | Chair decides | |
| Point of Procedure* | No | Chair & mover only | Chair decides | |
*On either of these two last motions, the chair if challenged, may appeal to the assembly for a vote of confidence, by motion.
Elections
- Declare all offices vacant; ask for a motion to appoint an election secretary.
- Ask for the report of the nominations committee.
- The committee chair moves the report be received...seconded..motion put.
- Further nominations; may be done one office at a time or all at once. (A nomination does not require a seconder.)
- No further nominations, ask for a motion to close nominations; seconded; vote.
- Ask the secretary to cast the ballot to elect the entire slate as presented, by signing the slate.
- Declare the slate: the officers and members of the executive are elected to their respective positions. The Installation now takes place.
The other popular choice for procedural protocol is titled Robert's Rules
Easy to read versions are also available.