How to Run a Formal Meeting Motion
Running a formal business meeting requires at least a working knowledge of the intricate rules of order. The list of rules is extensive and filled with nuances and priorities. While books have been written to satisfy the needs of the most complicated situations, a few simple rules will guide you through most business motions without causing problems for the parliamentarians in the group.
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Instructions
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Open the meeting by stating that it is being "called to order." At that point, complete any agenda items that precede the considerations of motions. This can be the reading of the previous minutes, financial reports, and the reports of various committees or officers.
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Call for the first motion to be read. The reader of the motion should end the reading by saying to the chairperson, "I move for its adoption." If this is not done, ask for someone to move for its adoption. Once this is done, it is time to call for a second. The chairperson should wait from 30 seconds to a minute and if no second is forthcoming, the motion will be declared dead for lack of a second and call for the next order of business. If the second is made, the chairperson should state that the motion has been made and seconded
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Open the floor for discussion. The chairperson has the right to limit comments that are deemed in the chairperson's opinion to be too long or too repetitive without adding to the discussion. It is best if you state publicly that priority will be given to comments that are on the other side of the debate from the previous comment. That is, allow a comment that is for the motion and then one that is against the motion. When there are no more comments on one side or the other, allow the speakers to talk in the order that they stood for permission to speak.
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Stop the debate when several speakers in a row have not added new thoughts or directions to the debate. It is permissible to ask speakers if their comments will be significantly different from the previous speakers to better understand if it is time to stop the debate. If a speaker rises to "move the previous question," "table the motion," or another privileged motion, you must stop the debate until a vote on this motion can be made. In most cases, a 2/3 majority is required to limit, table, or stop the debate. If the privileged motion passes, the debate ends and the action required by the motion is taken. If it fails, the debate can continue.
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Call for a vote when the debate on a motion has concluded naturally or someone has "moved the previous question" and that motion passed. The vote is normally a voice vote of yea or nay with the chairperson ruling on which side has carried. A motion can be made for a secret ballot or a division of the house which means that the delegates will either vote by standing up or by a show of hands. Ushers will be asked to count those who have voted in each direction and report to the chair. In the case of a secret ballot, distribute paper ballots and have them collected and counted. Declare the voting closed after all of the ballots have been collected. Report the result from the tellers to the body. No new motion should be introduced until the results from this motion are finished.
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References
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