Contents

This material is designed to be used during a

meeting to help the chair and the participants say
What the chair says when …. 1
…the meeting opens. 1
the right words and respond in the right way.
…a main motion is moved. 2
…an amendment is moved. 2
… a point of order is raised. 3
…a motion disagreeing with the chair’s ruling is moved. 3 What the chair says when ….
… someone bamboozles the meeting with unfamiliar procedures 3
4
…the meeting opens.
4
4
Presenting a Report 5 Once the members are present and the starting time
How to Move a motion 5 has arrived, check that there is a quorum and then say
How to raise a Point of Order 5 the words in italics:
5
If you are in the chair: 5 “The meeting will come to order. I declare this meeting of the XYZ Association
If you are a participant in the meeting and not in the chair: 6
open”
Normal Order of Business for a meeting 7
Procedural Motions sometimes called Formal Motions 7
Important things to know about Procedural motions 7 The following members have recorded their apologies, Fred Brown, Mary
How to move Procedural motions 8 Smythe, Alan Goold. Are there any other apologies on behalf of absent mem-
What are the Procedural Motions? 8 bers?
Motions to close the debate 8
“That the question be now put” 8
Members will give apologies. (People who are not present and have not asked
“That the question be NOT now put” also called “The Previous Question”. 9
“That the meeting move to the next business” 9 for their apologies to be recorded are not apologies – they are “not present”)
“That the question lie on the table” 9 Will the secretary please record those apologies.
“That debate be adjourned” 10
“That the meeting be adjourned” 10 The minutes of the previous meeting have been circulated. Will someone
“That the matter be referred to a committee” 11
please move that they be accepted (or signed) as an accurate record.
“That the matter be referred back to the committee” 11
“That the ruling of the chair be disagreed with” 11
“That a time limit for discussion be applied 12 Wait for someone to move the motion
Other Procedural Motions 12 Is there a seconder for the motion.
Wait for a seconder
I will put the motion that the minutes be accepted as an accurate record.
Those in favour raise one hand.
Those against raise one hand.
I believe the ayes have it, pause, the motion is carried.

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Give the report concisely. If there are any recommendations which require ac- … a point of order is raised.
tion, then they need to be put to the meeting as motions. See the section on how
to deal with reports and how to put a motion. You have a point or order?
Please state your point of order.
…a main motion is moved.
Listen to the point of order and decide if you will accept it. If you accept the
point of order, say:
Do you wish to move a motion?
Please state your motion.
order raised.
I will accept your motion.
Is there a seconder to the motion?
If you do not accept the point of order, say:
The motion has been moved and seconded. Is there a speaker against the
I do not accept your point of order
motion?
Is there a speaker for the motion.
Or if is not actually a point of order, say:
Does the mover of the motion wish to exercise his/her right of reply?
That is not a point of order.
I will now put the motion which reads “That ……..” All those in favour of the
motion please raise one hand (or say “aye”).
All those against the motion please raise one hand (or say “no”). …a motion disagreeing with the chair’s ruling is moved.

I have a motion disagreeing with my ruling. The ruling I made which is being
…an amendment is moved. is challenged is …..
Is there a seconder.
Look at the person and say: There is no debate on this motion. I will put the motion.
“Do you have an amendment?” All those in favour of the motion please raise one hand (or say “aye”).
I will listen to your amendment. All those against the motion please raise one hand (or say “no”).

Listen to it, decide if it is correctly worded and valid. If it is not you may assist
the mover to word the amendment correctly. Once the wording is satisfactory, If the motion is carried, your ruling has been overturned and you carry on as
say: if you had not made that ruling. If the motion is lost, you just carry on as your
ruling has been upheld.
I will accept your amendment.
Is there a seconder to the amendment? … someone bamboozles the meeting with unfamiliar
Is there a speaker against the amendment? procedures
I now intend to put the amendment which reads ……
All those in favour of the amendment please raise one hand (or say “aye”). Remind them that the group uses an accepted process for running the meetings
All those against the amendment please raise one hand (or say “no”). and the procedures being suggested are not the custom for this group (even if
they are for other groups the person attends).
lost).

If carried: are referring to come from. Then advise them that your groups uses a different
The motion has been amended and now reads as follows: That ….. authority – if you do this though, make sure you know what it is.
If lost:
The motion stands as originally moved.

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 Presenting a Report
Politely interrupt the speaker and ask them to state their point, or if it is a red Prepare your report in bullet point form in advance and send it to everyone
herring, remind them of the issue being discussed. before the meeting or at he very least give it out at the meeting. Do not give
verbal reports.
“Excuse me Fred, we do have a lot to get through, would you please make your When it is your time, stand and say something like:
point.”
“Mr President I have provided my report. There are 2 points I wish to
Or highlight. They are points 2 and 5.
I am happy to answer any questions and my recommendation is included at
the bottom of the report”
comments to that issue.”
How to Move a motion
… the meeting gets off track.
Attract the attention of the chair and say:
Remind the meeting of the agenda item you are addressing and ask them to “I wish to move a motion.”
return to the issue being discussed.
Wait for the chair to recognise you and grant you permission (this is called
“Members, we seem to have strayed from the agenda. Can I remind you that
State your motion.
“I move that the membership fees be increased by $10 for the next year”

Dealing with reports

to suggest that reports be written at future meetings. If any recommendation How to raise a Point of Order
that must be detailed. Stand or raise your hand and say:
“Point of Order”
If a report has no recommendations which require action then the following Wait until the chair recognises you and when asked, state your point of order
motion should be moved: concisely.
“That the ……. Report be accepted.” Make sure it is a point of order – see the section in the book.
If a report contains recommendations which require action, then the following For example: “The information being given is not relevant to this agenda
motions can be moved: item”
If you want to adopt all of the recommendations and carry out the action that is Sit down and wait for the chair to rule on your point of order.
required:
“That the ….. Report be adopted.”
If you want to adopt some of the recommendations and carry out the action for
those but not others. If you are in the chair:
“That the report be accepted and that recommendations 1, 3, 4, and 6 be
adopted.” Clarify in your own mind exactly what behaviour the person is exhibiting which
just annoying you.
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 it takes us away from the issue on the agenda. Could you please ask him to
Depending on the behaviour, look at the person directly, state the behaviour address his comments to the issue, not the people.”
which is causing a concern, and say exactly what you would like to change. For
instance, here are some examples: “Madam president, I understand that Sheryl has a lot of knowledge in this

“Peter, when you make personal comments about other people, it takes us please ask her to give us the summary.”
away from the issue on the agenda. Please address your comments to the
issue, not the people.” “Mr chairman, we have a lot of other items to consider at this meeting. Would
you please ask Alistair to make his point concisely.”
“Sheryl, I understand that you have a lot of knowledge in this area but we
“Chairman, I know that this project means a lot to Mary but raising her voice
the summary.” is unlikely to get the result she wants. Could you please ask her to stay calm
and speak courteously to the other members.”
“Alistair, we have a lot of other items to consider at this meeting. Would you
please make your point concisely.”
Normal Order of Business for a meeting
“Mary, I know that this project means a lot to your but raising your voice is
unlikely to get the result you want. Please stay calm and speak courteously to The order of business may vary in your organisation but the customary order of
the other members.” business is as follows:

Some chairs would prefer to say the same words but in the third person without t
Call to order and open meeting
t
Call for apologies
unless they are spoken to directly. t

t
Matters arising from the minutes – this should simply be going through the
respectful, no matter how action list and reporting on progress.
disrespectful they are being. State the exact behaviour that is causing concern t

and then state the change in behaviour that you want. t
Notices of motion (if there are any)
t

t
Other business for which notice has not been given. (this should only be
If you are a participant in the meeting and not in the chair: urgent items – it should not be open slather to raise anything at all) See
The Agenda section in the book.
Read the information for the chair (above). You now need to do exactly
the same thing as the chair, but preface your remarks with the words “Mr
President” or whoever is in the chair. You look at the chair, attract their Procedural Motions sometimes called Formal Motions
as above. Procedural motions act upon the procedures of the meeting and so they will
normally be moved during the debate on a main motion.
This will normally happen when you have a weak or ineffectual chair who
simply does not know how to deal with the situation. Important things to know about Procedural motions
Another equally effective option but one which may appeal more to some Procedural motions cannot be moved (or seconded, where required) by a
people is to change the words slightly to be as follows: person who has moved, seconded or spoken on the main motion or on an
amendment to the main motion.
“Mr president, when Peter, makes personal comments about other people,
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No right of reply is allowed for procedural motions.

How to move Procedural motions Used to kill debate. No matter what the outcome of this motion, the debate on
the main motion ceases. Use this motion with great care.
If you wish to move a procedural motion while a person is speaking
to a main motion: t
Cannot be moved when a person is speaking.
t
The chair may reject it but this can be challenged with the disagreement
Look at the person speaking and politely say: motion.
“ I have a procedural motion.” t
A seconder is required.
If they do not stop speaking, stand, and look at the chair and say: t
Debate is permissible on this motion but a wise chair will limit it as much
“Mr chair, I have a procedural motion.” as possible.
If no person is speaking when the procedural motion is moved: t
Cannot be moved on an amendment.
I have a procedural motion. t
If carried, the main motion is effectively dead with no decision made. It
cannot be raised again at the same meeting but could be raised at a future
If you wish to move a procedural motion when no person is meeting.
speaking: t
If lost, the vote is taken on the main motion immediately after the right of
reply by the mover of the main motion.
Stand, and look at the chair and say:
“Mr chair, I have a procedural motion.”
When the chair acknowledges you, state the procedural motion.
If the chair does not acknowledge you, remain standing and repeat the same Used when discussion is dragging on and there is either no need to make a
words more assertively. decision at all, or it seems clear that no decision is going to be reached at this
meeting. This motion is immediately voted on. If it is carried, the meeting
simply moves to the next item on the agenda. If it is lost, debate continues.
What are the Procedural Motions?
Motions to close the debate t
Cannot be moved when a person is speaking.
t
Cannot be rejected by the chair.
t
A seconder is required.
t
There is no discussion.
Used to close discussion and make a decision. t
This can be moved on an amendment but if it is carried, the meeting moves
t
Can be moved when a person is speaking. to next item on the agenda, not back to the main motion.
t
The chair may reject it but this can be challenged with the disagreement t
If carried, discussion on the main motion (and any amendment) ceases
motion. and no decision is made. The meeting moves to next item on the agenda.
t
A seconder is not technically required but always wise to get one. t
If lost, discussion resumes at the point of interruption. This procedural
t
There is no discussion. motion may be moved again after a suitable interval, determined by the
t
This can be moved on an amendment but if so, applies to the amendment, chairman’s discretion
not the main motion (as this is the question).
t
If carried on an amendment, the amendment is put immediately. If carried
on a main motion, the right of reply is offered and then the vote is taken
immediately. Used when a matter either needs more research before a decision can be made
t
If lost, discussion continues on the main motion. or, when a meeting does not want to make a decision now for whatever reason.
t

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t
Cannot be moved when a person is speaking.
t
Cannot be rejected by the chair.
t
A seconder is required.
t
There is no discussion.
t
This can be moved on an amendment but if it is carried, both the
amendment and the main motion lie on the table. Used when a matter is complex, or requires more consideration, or requires
t

to “raise it from the table”.
t
If lost, discussion resumes at the point of interruption t
Cannot be moved when a person is speaking.
t
Cannot be rejected by the chair.
t
A seconder is required.
t
Debate is permissible on this motion but a wise chair will limit it as much
Used to stop debate on a motion but to ensure that it is considered in the as possible.
future. This is different from having the matter lie on the table because this t
This can be moved on an amendment but if it is carried, both the amend-
motion requires that the matter does get considered at a future time. When a ment and the main motion are referred to the committee.
matter lies on the table, there is no requirement for it (ever) to be considered t
This motion may be amended only as to a) make-up of the committee, b)
again. the reporting deadline, and c) the terms of reference.
t
If carried, the entire matter is referred to the committee for their consid-
t
Cannot be moved when a person is speaking. eration.
t
Cannot be rejected by the chair. t
If lost, discussion resumes at the point of interruption
t
A seconder is required.
t
Debate is permissible on this motion but a wise chair will limit it as much
as possible.
t
Amendment is permitted but only allowed as to time, date and place of the Used when a matter which has come from a committee has not been fully ex-
future discussion. plored and more work is needed.
t
If carried, the meeting proceeds to next item of business on the agenda.
t
If lost, discussion resumes at the point of interruption but it may be moved t
Cannot be moved when a person is speaking.
again after a suitable interval (as determined by the chair) t
Cannot be rejected by the chair.
t
A seconder is required.
t
Debate is permissible on this motion but a wise chair will limit it as much
as possible.
Used when a meeting cannot effectively continue for any reason such as disrup- t
This can be moved on an amendment but if it is carried, both the amend-
tion, lack of information or any other circumstance. ment and the main motion are referred back to the committee.
t
This motion cannot be amended.
t
Cannot be moved when a person is speaking. t
If carried, the entire matter is referred back to the committee for their
t
Cannot be rejected by the chair. consideration.
t
A seconder is required. t
If lost, discussion resumes at the point of interruption
t
Debate is permissible on this motion but a wise chair will limit it as much
as possible.
t
Amendment is permitted but only allowed as to time, date and place of the
future discussion.
t
If carried, the meeting immediately closes. This motion is not personal – it is a procedural matter where a member disa-
t
If lost, discussion resumes at the point of interruption but it may be moved grees with a ruling made by the chair.
again after a suitable interval (as determined by the chair)
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t
Cannot be moved when a person is speaking. organisation.
t
Cannot be rejected by the chair.
t
A seconder is required. They have been deliberately left out of this book for this reason.
t
There is no discussion.
t
This can be moved on an amendment but if it is carried, it applies only to If you need to know about them, refer to one of the books in the reference sec-
the ruling which has been challenged. tion of this book.
t
This motion cannot be amended.
t
If carried, the ruling given by the chair is overturned and the meeting pro-
gresses.
t
If lost, the ruling given by the chair is upheld and the meeting continues at
the point of interruption.
For up to date information and to ask any question about
anything to do with meetings go to my blog at

information on all aspects of meetings.

This motion is useful when there is a lengthy agenda or the matter is likely to
have a lot of people wishing to speak or just for good management. A good time
to allow speakers is 3 minutes each, 5 minutes absolute maximum. information is posted.

t
Cannot be moved when a person is speaking.

t
Cannot be rejected by the chair.
t
A seconder is required.
t
Debate is permissible on this motion but a wise chair will limit it as much and runs workshops
as possible. on all matters to do with meetings and governance.
t
This can be moved on an amendment but if it is carried, it applies only to
the ruling which has been challenged.
t
This motion can be amended but only as to the time limit.
t
If carried, when moved on a main motion or amendment, the time limit ap-
plies from that point on for all speakers.
t
If carried, when moved on a procedural motion, the time limit applies
from that point on for all speakers on procedural motions only.
t
If lost, the meeting reverts to the previous limits which may have been

Other Procedural Motions

There are some other procedural motions but their use is so rare that they have
not been included here.

Be especially careful if you are attempting to remove the chairman or move a

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