A formal meeting motion is a statement made by a registered member during a meeting describing what is to be done and how it is to be accomplished. Motions facilitate action. For any organization to function effectively, the chair and members should have a basic understanding of different types of motions and their appropriate uses.
How to Propose a Motion?
- A member should raise his hand to be noticed by the chair. Once he gets the attention of the chair, he can state the motion.
- The motion is made thus: “I move that this meeting (or organization)…….. (add what is to be done, who is responsible, when to do it and how to finance it).”
- Motions should be worded carefully so that there is no misunderstanding.
- Usually, a motion should be seconded by another member, who raises his hand and states: “I second the motion”.
- After discussion (except in some), the meeting, by a majority, adopts the motion.
- Only one motion is considered at one time.
- Some motions can be amended, debated or reconsidered while others cannot be.
What are the Different Types of Motions?
The different types of motions that govern the parliamentary procedures and formal meetings are:
- The main motion: For taking action on behalf of the organization; debatable; requires majority vote.
- Subsidiary motion: Subsidiary to the main motion; some debatable, some not; requires majority.
- Incidental motion: Incidental during the consideration of main motion; mostly debatable; requires majority.
- Privileged motion: Brought out when rights infringed; not debatable; only some requires majority.
- Lay on the table motion: Postpone indefinitely; not debatable; majority required.
Main motion is the principal motion which gets the job done. All other motions are procedural and assist in obtaining the maximum results within the available time frame.
What are the Advantages of Motions?
If the chairman and the members are trained properly, the motions can be very useful tools in the effective conduct of a meeting. The motions help to avoid confusion and speed up action. Jobs get done after due considerations but without procrastination. Proper use of motions also gives a chance for every member to be heard. Adherence to formal meeting procedures thus provides the required decorum and discipline to the meeting.
What are the Limitations of Motions?
If not utilized properly, the motions can cause hindrance to the proceedings by bringing in unnecessary rules and regulations. A vociferous minority can literally highjack a meeting with procedural points of order, points of privilege, etc. The chair has to be very stern during such occurrences if he is to chair meetings effectively.
Related Reading: Types of Formal Meeting Motions
Reference
- Robert's Rules of Order Revised by General Henry M. Robert
