Make a motion.
I move that the Club spend $500 on new furniture for the clubhouse.
I move that we plan the summer event for July 15.
Write the minutes.
Write down what gets done in a meeting, not what everyone says. If it requires a motion, that needs to be in the minutes. You write: “It was moved and seconded to spend $500 on new furniture for the clubhouse. Motion adopted. ” (or, a majority voted no, in which case: Motion lost.) That is really all you need. Writing down what everyone said makes it hard to write the minutes and torture to read them.
Recommended/preferred wording from Robert’s Rules is that a motion is either adopted or it is lost. (RONR (11th ed.) page 48, line 24) “Adopted” is more precise wording than “passed” because something happens as a result of a motion; the organization will now do something.
Preside at a meeting.
What should you say? Use this as a guide:
It is 7:00 p.m. Please be seated.
This meeting will come to order.
The Secretary will call the roll [or make note of who is present and absent].
Welcome to the board [or regular member or annual] meeting of XYZ.
Introduce guests/new board members/new members
A draft of the Minutes of our last meeting was sent out in advance of this meeting; are there any corrections to the Minutes?
Hearing none, the Minutes stand approved as distributed.
The next order of business is the Finance Report. [The Treasurer gives a report: how much has been spent and collected; what are the fund balances.]
A copy of the Report shall be filed with the Secretary.
The next order of business is the Report of Officers:
Reports of other officers
Committee Reports [each committee chair gives a report; a motion may be made during the report if the committee has something it wants approved or spent or done]
Under Unfinished Business, there is a motion to spend $350 to purchase a new laptop computer. Is there further discussion?
[discussion and amendments happen at this time]
[now repeat the motion so everyone knows what they are voting on:]
It is moved and seconded to spend $350 to purchase a new laptop computer.
Those in favor say Aye. Those opposed say No. The Ayes have it, the motion is adopted, and we will spend $350 to purchase a new laptop computer.
Is there any new Business? The chair understands there is a motion relating to a donation to the summer downtown festival. [Motion]
It is moved and seconded to donate $100 to the summer downtown festival. Is there any discussion?………
[Take the vote….and announce results …..]
Are there any items to be discussed under Good of the Order/Open Forum? Are there any announcements?
Next board meeting is ____________.
Our annual meeting is set for _______________ .
Are there further announcements? Is there any further business?
If there are no objections, this meeting will adjourn. Hearing none, this meeting is adjourned.