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  1. Help! I am unversed in the proper method of how to present a motion for a vote at an annual meeting mainly because of the nature of questions. SHORT background- our club has in the past ten years gotten away from following our bylaws. In our bylaws, members have the right to attend ANY meeting of the club, including board meetings and the board also stopped having the 3 general club meeting per year. Also, our board has made rather large expenditures without the relative committee or membership being informed when they are only tasked with general management. These are the questions I would like to put up to the membership for a vote, but since many are covered already in the bylaws but not being followed, I am unsure of how to proceed. 1) I move that the club adhere to the bylaws and have 3 general meetings per year. (in bylaws) 2) I move that the board make no large expenditures without informing/consulting either the coordinating committee or membership. (in bylaws board is only tasked with general day to day). 3) I move that the board publish the date and times of their meetings so membership can attend if they so wish. (our bylaws state a member can vote at ANY club meeting so one would assume we are allowed to attend-to be honest the voting part needs clarification in our bylaws as I do not think members should have a vote, or be able to speak unless called upon, at a board meeting) 4) I move that the membership be invited to attend electronic/video board meetings. (same as above) 5) I move that all electronic/video meetings(general, special club, board, special board) be recorded if technology exists at the time to do so. (nothing in bylaws). 6) I move that any recorded club (general, special club, board, special board) meeting be made available for viewing by membership. 7) I move that the minutes of the board meeting be published in our monthly newsletter and on our website when they become available for our membership. (nothing specifically in our bylaws about this-just in RONR). 8 ) I move that the board follow RONR in reference to committee formation and execution of committee duties. (This is really in reference to the nomination committee this year. Our bylaws state that only one board member can be on the committee. This current year the board member is the chair and the nominees were discussed at board meetings and the president went and solicited nominees which is contrary to RONR. I am not sure how to phrase this question). 9) I move that the board install a member(s) to act as a parliamentarian (s) to clarify and research issues that come up to ensure compliance to bylaws and associated organizations. To be fair, I believe our current board is comprised of wonderful people, but they have strayed away from bylaws (mostly I think because sometimes it is just quicker to do things themselves-not from malice of any sort). But as a result, the membership has no clue as to what is going on and it has resulted in loss of members as they are not engaged. Okay- Now that I have written all these points, could someone please help me find the relevant passages in RONR that apply to them? I don't think that items already in our bylaws can actually be voted on as they are already "law" so how do I present those at the meeting so they are followed in the future? Any assistance with phrasing of my questions/ concerns would also be GREATLY appreciated. Thank you in advance for anyone taking the time to reply and help me get this done properly! I really appreciate it!!! Best, Mary
  2. A motion was on the Board's agenda. It asked the Board to act on a policy matter. After a discussion, the president ordered the motion sent to the Finance Committee. It had to do with a financial matter (depositing some money in a Black owned bank to show our organization's support, but there was no expense. Just moving funds from our bank, no cost, and no risk---the amount was kept under the FDIC insurance limit). There was no motion to punt instead of deciding, and of course no vote. Not on the motion itself, and not on sending it to a committee. Just an instruction from the president to the executive secretary. Is this a proper procedure, a correct action? Thanks Yoram
  3. This was posted before, but with too many details, and the results, no surprise, were tangled. Apologies. Here it is again, stripped down and simplified. To guide us in the future. Assume: A grantee organization asked for another ,annual grant, $80,000 as they got last year. A trustee submitted a motion , on time and in writing, saying: "I move to again fund the grant request, as presented, $ 80,000, and also the customary 10% contingency of $ 8,000. .. An $88,000 grant for 2020." A discussion ensued: There was a suggestion to cut down to $50,000 another to reject it entirely, or to give just the requested amount, $80,000 and no more,theoutcome and so on. No one moved to amend the motion on the table ($80,000 as last year plus 10%).. The vote was in favor of granting. The yes carried. The Executive Secretary entered the outcome in the minutes thus: "...This was followed by a discussion among the Trustees. There were 5 No votes and 6 Yes Votes. Thus, (the applicant organizaion) will receive the full grant amount requested." The Treasurer interpreted this as an approval of the Grantee's request, $80,000. But the Trustee's motion on the table was different, to give an $88,0000 grant. While there was " a discussion among the trustees" as the Ex Sec reported, no one moved formally to amend the Trustee's proposal of giving $88,000. The question: Do opinions expressed during a discussion affect or amend the motion on the table? Or can you change the motion only by a proper procedure to amend it? Thank you, Yoram
  4. Our organization gives grants. A foundation that was granted $85,000 in 2019, asked for another $85,000 grant for 2020. A Trustee filed a motion with the executive secretary, ahead of the Trustees meeting , writing: "I move to again fund the grant request, as presented, $ 85,000, and also the customary 10% contingency of $ 8,500. .. A $93,500 grant for 2020." The grants officer proposed to give only a $50,000 grant. The Trustees thus had two motions on the table: The Grants officer: $50,000 A Trustee: $ 93,500 At the meeting, the two motions were presented. As the Executive Secretary reported later in the minutes: "...This was followed by a discussion among the Trustees. A vote, either yes or no, was held on the motion to approve a $50K grant, instead of the full amount, There were 6 No votes and 5 Yes Votes. Thus, (the Grantee- applicant) will receive the full grant amount requested." The Treasurer interpreted this as an approval of the Grantee's request, $85,000. But the Trustee's motion was different, to give a $93,500 grant. While there was " a discussion among the trustees" as the Ex Sec reported, there was no motion to amend the Trustee's proposal of giving a $93,500 grant (the Grantee's $85,000 request and an added 10% contingency). The question: Do opinions expressed during a discussion affect or amend the motion on the table? Or can the motion be changed only by a proper procedure to amend it? In other words: Did the 6-5 vote authorize the $93,500 that was specified in the Trustee's motion, or just the Grantee's request for $85,000 grant, (a sum that was brought up during the discussion, but never properly incorporated into or used to amend the $93,500 motion?) Thank you, Yoram
  5. A member made a motion, which was seconded, and unanimously carried. Next another motion was made which contradicted/voided the previously made motion and was approved by majority vote. Does this violate any of Roberts Rules? If so can you cite the rule. Thank you.
  6. depending on how long quarantine for certain areas will last, what is the procedure of holding elections, making motions and votes when a large body cannot gather? if we have an organization (60+ members) where the first order of business in April is the Annual Meeting (elections, rule votes, etc,) and are currently not allowed to congregate, what process should be followed? thank you!!
  7. State statute requires the consent of at least 67% of the assembly to amend the assembly's bylaws. However, within the bylaws themselves, there is a statement that by a "general or special resolution of the Board," a certain provision in the bylaws may be altered. The Board treated the resolution as if it were a motion, replacing the term, "motion," with the term, "resolution," seconded it and voted. What is the difference between a motion and a resolution? What is a "general" resolution versus a "special resolution"?
  8. Does the chair or chairman have the prerogative to not recognize a duly made motion?
  9. OUR organization holds lectures, seminars,meetings etc. In order to motivate members to show up and participate, we moved and resolved that members who do not attend a certain number of such events each year, will not be eligible to work for the organization and get paid. So far so good, but: The e.g. after '" no member may be employed (PAID) by the association in any capacity" enumerated: "(Officer, committee member, ..writing for the website" etc.)" Here is the problem: Our bylaws list the four officers, and describes their duties and compensation.. Does this new motion improperly amends the bylaws as to 'officers' , and hence is null and void (only as to 'Officers')? Thanks.
  10. Our procedure bylaw allows for each distinct part of a motion to be considered separately at the request of the member. No motion needed. My question relates to separation of the question. If the Question is moved and seconded " That the Board congratulate the writer Mary Mack on their award they received for their book and that the Board purchase 9 books for the membership." and a member asks for division of the question does each motion now need to be moved and seconded? THAT the Board congratulate the writer Mary Mack on their award they received for their book. THAT the Board purchase 9 books for the membership. I ask because we have complicated voting rights. Sometimes all members vote on motions and sometimes only some members vote on items that pertain to them.
  11. Guest

    Stand at ease

    How does the chair call a stand at ease, and can members motion for it. Is it debatable or Amendable and does it need to be voted on?
  12. Our HOA board voted to do three things - get a documents review from an attorney, ask a specific question regarding the use of the word "shall" in the documents of the attorney, and ask the attorney for feedback regarding live streaming of meetings - and motion was seconded and passed with a $1000 cap in spending. Upon speaking to the attorney, the cost of the document review alone is $1000, thus the two additional items included in the motion cannot be done. What happens to the vote? Is there "language" (an area in RRoR) that can be cited to support the response? The board disagrees strongly about the topics in the motion, thus I want to be sure the next step is validated by our governing rules (RRoR). Thank you!
  13. Example: A motion has passed requiring the formation of a new committee. Can the chair then solicit motions regarding how to form the new committee (election or appointment, size, manner of election), or must he wait for the floor to offer such motions?
  14. At the recent meeting of our association a motion was made and seconded and a vigorous discussion began. Another motion was made and seconded. It was pointed out that there already was a seconded motion was on the floor. The question was called on the second motion and voted on with approval granted. Can a member bring up this as an illegal motion at the next meeting and present the original motion to reopen discussion? Thank you!
  15. It is the long-standing tradition in the conventions of an organization of which I am a member to not allow someone who speaking to a main motion a make a motion at the end of a speech during debate (such as a motion to amend or previous question). Our president asked me if I could find the rule on that, and I couldn't. My guess was that when you are recognized you can debate or make a motion but not both. I couldn't find anything that gave a clear answer. So, is our rule something that's in Robert's Rules or is it just a long standing custom of our organization?
  16. If a motion was voted on and passed, but the effective date of the action contemplated in the motion is 3 months after the motion was passed (vote and passed in January, effective in March) is the motion considered adopted by the members the date it was voted on (but not effective) or is it adopted when it becomes effective?
  17. If a member at the current meeting was NOT present at the previous meeting, can he/she move or second the motion to accept the mintues of the previous meeting (that he/she was NOT in attendance)?
  18. The constitution and bylaws (C&BL) of our religious assembly state that the agenda for the general assembly meeting must be set one week in advance by a council made up of leaders of each of the main boards that manage the church business. The C&BL further states : Any new business not on the agenda will be at the will of the Voters Assembly. If an assembly member wants to bring business forward that is not on the agenda, we believe the right way to do this is for the member to make a motion requesting that the assembly consider hearing new business that is not on the agenda. My question is: when making such a motion, to what degree is it appropriate for the maker, as a persuasive tactic, to state some or all of the aspects of their intended new business motion, either in the preface statement or in the body of the motion requesting the assembly consider new business? If the motion to consider new business is seconded and approved, the assembly would then hear the new business motion in its entirety following standard rules for consideration.
  19. I'm having trouble finding the rules about what is supposed to happen AFTER a motion is passed or carried. I ask because I have a Board that has passed two motions that required follow-up and the Board has done NOTHING after passing the motion. I want to file some sort of grievance against the Board, but I need to cite a rule violation in order to do so. Your help is appreciated
  20. Guest

    Motion to Censure

    Basic questions about making a motion to censure: The chair wishes to make a motion to censure the actions of 3 out of 7 members who acted together as a minority, without the knowledge or approval of the body as a whole. (The assembly I refer to has bylaws that state its members only act as a body) The bylaws have no prescribed means for discipline except that of removal of office, which in this case, is not the intended outcome. Can the chair make ONE motion which censures the actions of all 3? (they acted as a group outside of the whole and would be censured for the same action) When is the appropriate time for the chair to make such a motion? The situation has just come to light and the assembly meets this afternoon, any information in a prompt response will be greatly appreciated!
  21. I belong to a Chapter of the Daughters of the American Revolution (DAR). It is a 501(c)(3) with about 100 members. The bylaws state: Section 2. A Finance Committee consisting of the Treasurer and four members to be appointed by the Regent shall consider requests for funds, plan a proposed budget to be approved at the September meeting and recommend to the Chapter such expenditures as the Committee shall deem expedient. ARTICLE XI. Parliamentary Authority. The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the chapter in all cases to which they are not inconsistent with the bylaws, special rules of order, standing rules or any rulings of the National Society Daughters of the American Revolution, or any special rules of order of the Virginia Daughters of the American Revolution, or of this chapter. At the first meeting last year the Treasurer made a motion to approve the budget. Members were not given a copy of the budget. Changes were not shown. There was no discussion. It was just approved. This year, the Regent (President) wants to follow the same procedure. She has told me: "We have no requirement to distribute the budget in advance and we will not be doing so at this time." This seems wrong, to me, since you can't consider and approve something competently if you have not seen it. Is the Regent (President) correct?
  22. Guest


    Should the person who second the motion name be wrote into the meeting minutes? Example: Carter made a motion that the Bylaws go back to the committee and the committee address every issue that the chapter has standing and bring it back to the body. 2nd by Lewis Vote failed. Motion dies.
  23. Homeowners association, parliamentary authority RONR (11th ed., with the wonky blooper of the missing "not," so I'm looking at all this as if that had been corrected), nothing in our bylaws that touches on the following issue. At our monthly board meeting this past Monday, a director brought a motion to the board for consideration. The motion was poorly worded, so at the suggestion of the presiding officer (our president), the wording of the motion was amended before it was stated by the chair; then the amended version was seconded. Debate ensued on the reworded motion. A vote was taken, and the motion failed. At which point the director who had wanted to raise the issue now re-made his original motion, as had been stated (complete with its poor wording) in his original motion, now bringing it before the board as a "new motion." That "new motion" was seconded, and nobody raised any objection to taking another whack at it, and the presiding officer permitted the "new" unedited version of the motion. Debate ensued. Another vote was taken, and the motion again failed. At which point the director who had wanted to raise the issue now tried a completely new wording, but in every substantive respect in every nature and effect of the issue, amounted to a third whack at the same motion. Need I relate what ensued? . . . including that this third whack was not the final one? ... or that the final result after all whacks, the motion still failed? As I read RONR, this is not at all what our homeowners (or the board, for that matter) should have had to endure. Alright, but what would be the best RONR rule to raise against this? That a main motion can only come before the board one time during any one meeting on any one day? Or are all the additional motions considered dilatory? Or anything else out there? And since the presiding officer did nothing to put a stop to it, should any of the other directors on the board - which had clearly indicated how they would dispose of any and all whacks at this issue - stepped forward with a point of order? And then if either the presiding officer or any other director had put a stop to it via parliamentary procedure, would the director who had been bringing the motion have any recourse other than to bring a new motion at the next board meeting next month...?
  24. I am a council member of a university department. We are currently in the process of trying to update our 1978 constitution. Our department has an executive committee that in the past has been appointed by the chair for a term of 3 years. The last executive was approved by council in a motion 3 years ago. In our 1978 constitution it is outlined that he executive is elected by council and has a term of 1 year. Some members of our council want to revert back to this elected 1 year term, others want the appointed 3 year term. The chair has indicated that since the last executive was passed by motion (for an appointed 3 year term), this is now the written rule, and that it trumps our old constitution that we havent followed in a long time. Is this the case? Does that motion to approve that executive from 2014 replace the rule that is outlined in the constitution. thanks
  25. We have been told that any motion requiring a vote MUST be done under new business such as accepting the minutes and financial report of the previous meeting. In the past our agenda was: 1. Call to order, salute the flag and prayer. 2. Acknowledge visitors. 3. Present minutes of the previous meeting and motion on the same. 4. Present financial report of the previous month and motion on the same. Now we have items 3 and 4 under new business. Is the way we were doing it in the past not correct according to Robert's Rules of Order? Thank you for any and all information. Dan
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