Should motions be on an agenda?

[keefe]

Our quarterly business meetings have the agenda provided one week before the meeting, several times in the past an agenda item will also be accompanied by a motion that our Council is wanting to move on, other times there is no motion accompanying it.  Is there a correct or incorrect way?  Or can it be either way and just stay consistent?

[Richard Brown]

It sounds like your organization might have some customized procedures.  There is nothing in RONR that requires ordinary motions to be provided in advance in written form.  In fact, there is no requirement that motions be written.   However, certain motions, such as bylaw changes, require "previous notice".  It may be that some motions are being provided in advance just as a courtesy and it might be that you have a rule which requires that it be done with certain motions.  Have you checked your bylaws and other rules for such a provision?

 

In addition, an "agenda" does not become "THE agenda" until it is adopted at the meeting, usually as the first item of business at the start of the meeting.  Until it is actually adopted, it is just a "suggested" agenda... a guide which the chair might use to make sure he doesn't overlook something and so that the members have an idea of what items of business will be coming up.    Unless you have a specialized rule to the contrary, even motions which are not listed on the agenda can be made during the new business portion of the agenda.

[keefe]

Richard,

Thank you.  I have checked our bylaws and it doesn't say anything about "previous notice".  I agree with you that in the past it has probably been done as a courtesy to the members.