Q&A for How to Make a Motion at a Board of Directors Meeting

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  • Question
    How do you take back a motion?
    Community Answer
    Community Answer
    You take back a motion by asking the chair for permission to withdraw your motion. The chair will put it to a vote and if the majority of the group agrees, your motion will be withdrawn.
  • Question
    Can the secretary of a church board make a motion?
    Community Answer
    Community Answer
    Anyone member of the board can make a motion. The secretary of the board is a member of the board and therefore would be permitted to make a motion.
  • Question
    If you make a motion to approve an item, can you then vote against it?
    Community Answer
    Community Answer
    Under Robert's Rules, you are free to vote against your own motion. However, you cannot speak against your own motion in open debate. You also have the option of asking permission to withdraw your motion. The chair will put it to a vote, and if the whole group agrees, your motion will be withdrawn.
  • Question
    What is the difference between abstaining and objecting to a motion?
    Community Answer
    Community Answer
    Abstaining means you just don't agree but don't say anything. Objecting means voicing your opinion against something.
  • Question
    Can I vote on my own motion?
    Community Answer
    Community Answer
    In most cases, yes. There are exceptions, though, and you should check with your moderator.
  • Question
    Can the President of the Board (who chairs the meetings) make a motion?
    Community Answer
    Community Answer
    It depends on the rules of the organization. In small groups, that is sometimes allowed, but other organizations might have different rules for conducting meetings.
  • Question
    Can those making and seconding a motion at a general meeting be preselected?
    Community Answer
    Community Answer
    It is not necessary or even usual for a motion's proposer and seconder to be preselected. The chair calls for motions and if two or more people seek to be recognized, the chair rightly chooses one or the other, a motion is then made and a seconder is usually the first person recognized by the chair to have seconded the motion.
  • Question
    Can a motion be made from the floor (from a member not on the board)?
    Community Answer
    Community Answer
    It depends. If you have a copy of the meeting agenda, it should be noted when questions from guests are allowed.
  • Question
    At an adjourned meeting, can people attend who did not attend the earlier meeting?
    Community Answer
    Community Answer
    When the chair states that a meeting is adjourned, that means the meeting is over. No one attends an adjourned meeting. Generally if you are permitted to attend a board meeting, you can attend regardless of whether you attended any prior meetings. There is no requirement that every member attend every meeting. The minutes of the previous meeting will be read to get everybody up to speed.
  • Question
    Should the chairperson be making many, if any motions during an HOA meeting?
    Community Answer
    Community Answer
    If the chair is a member of the HOA, they have the same rights as any other member. They can make as many motions as they want. Those motions still have to be debated and voted on by the group, just like anybody else's.
  • Question
    After a resolution is adopted, can a board member vote against it at a general meeting?
    Paul McClintock
    Paul McClintock
    Community Answer
    General rules such as Robert's Rules of Order allow this, but any group may adopt special rules to the contrary.
  • Question
    Can a non-member of the board of directors speak to a motion at a board of directors meeting?
    Community Answer
    Community Answer
    No, a non-member cannot speak at all to the motion, the only thing they can do is ask the chair if they may be permitted to comment.
  • Question
    Does the person who wishes to make a motion have to placed on the agenda or inform the presiding officer that a motion will be presented at the next board meeting?
    Community Answer
    Community Answer
    Not necessary, as new business comes up at meetings and motions are made and carried.
  • Question
    If a group presents a motion to a board of directors and they are the majority members of the board, are they permitted to vote on the motion?
    Paul McClintock
    Paul McClintock
    Community Answer
    Yes. Generally, all board members present may vote on all motions at board meetings.
  • Question
    To second a motion, does a board member need to be present?
    Community Answer
    Community Answer
    Yes the board member does, unless there are other board members present to second the motion for the absent member.
  • Question
    While in a church conference, can a motion be made when a chair of the committee is not present?
    Community Answer
    Community Answer
    The vice chair should be present; therefore, you can make a motion.
  • Question
    Can audience members make a motion at the board of directors meeting?
    Community Answer
    Community Answer
    At our meeting, the audience members can only ask questions and have a time limit; they are not allowed to discuss agenda items. If they want a motion to be presented to the board, it must be submitted in writing to the president so it can be added to the agenda. Per Florida statutes, the agenda must be posted 48 hours before the board meeting.
  • Question
    Who presents correspondence in and out of a meeting?
    Community Answer
    Community Answer
    If it is an HOA, then any owner can present correspondence out of the meeting to be discussed at the meeting. It must be submitted at least 72 hours before the scheduled meeting so it can be added to the agenda, which must be posted 48 hours before the meeting (and cannot be changed). Anything submitted during the meeting is held until the next meeting.
  • Question
    Is a motion seconded immediately after being made and then discussed?
    Community Answer
    Community Answer
    That is usually required, yes. Of course it depends on the rules of the organization.
  • Question
    What can I do if a motion is unclear?
    Community Answer
    Community Answer
    Once a motion is made and seconded, the chair asks if there are any questions. This would be the time to ask for clarification.
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