Mastering the art of motions

The basics

A motion is a formal way to bring up a subject or idea that you would like meeting participants to consider and/or act upon. It is an essential element of Robert's Rules of Order, used to facilitate streamlined decision-making.

Motions may be as simple as requesting approval of previous meeting minutes or as complex as proposing an event, major decision, or other large project for Staff Senate to work on.

Any active member of Staff Senate can make a motion.

Motions are not limited to particular parts of the meeting agenda. According to Robert's Rules of Order, a motion can be made in the following circumstances:

  • Any time no other motion is pending and you have the floor: A member who has been formally recognized by the chair can introduce a motion when no other motion is under discussion.
  • During discussion of an agenda item: If a topic is being discussed, you can move to take action RELATED TO that topic (e.g., amend, refer to committee, postpone). These are called subsidiary motions, allowed during discussion.
  • To introduce new business: Called main motions, these are typically introduced during the "New Business" portion of the agenda unless the chair calls for new business earlier or later in the meeting.
  • While another member is speaking
  • When another motion is pending, unless yours has higher precedence
  • Without being recognized by the chair
  • Outside the meeting

A "second" to a motion is a statement by a member who agrees that the motion made by another member should be considered. Another member must second a motion before it can be discussed or voted on.

Any active member of Staff Senate can choose to second a motion. In some cases, the chair may second a motion personally, which allows the motion to automatically move forward.

How to make a motion during a Staff Senate meeting

Recognition

The first step is to be recognized (this usually means waiting until no one else has the floor). To be recognized, click the Raise Hand button in the Reactions panel in Zoom and wait to be acknowledged.

When the chairperson acknowledges your raised hand, you officially have the floor to present your motion. Remember to first state your name for the record before making your motion, "I move that..."  

State the Motion

Once you have the floor, state your motion clearly and concisely. Provide as much information as is required for members to discuss the motion.

Connect the motion to an agenda item or ensure it addresses an issue pertinent to Staff Senate's responsibilities or goals.

Second the Motion

Another member (any active Staff Senator) must second the motion before it can be discussed or voted on, saying "I second the motion."

Restate the Motion

After the motion is seconded, the chair will restate the motion ("It is moved and seconded...") and open the floor for discussion.

Debate and Discuss

Members participate in open discussion about the motion; the member who made the motion speaks first, with other members speaking after being recognized by the chair. During this phase, members are also able to propose changes to a motion or contribute new information relevant to the motion. 

Only one motion may be discussed at a time; however, the body can approve several things at once after discussion.

A vote on the motion often follows after discussion is concluded. However, members do not always have enough information to make an informed decision or may not be ready to vote for another reason. In these situations, the motion may be tabled until a future meeting or sent to a committee for further investigation and refinement.

Vote

After everyone has had the opportunity to speak, the chair will confirm that there is no further discussion, restate the motion to ensure clarity, and call for a vote.

Voting procedures vary; Staff Senate's most frequently used methods are:

  • The chair may call for a voice vote, where all members should turn their microphones on and vote in favor of the motion (by saying "aye") or against (by saying "nay") when prompted. If it is not possible for a member to use their microphone, they may type "aye" or "nay" instead using the Chat function in Zoom.
  • The chair may request a vote by show of hands, where members will click the Raise Hand button in the Reactions panel in Zoom in favor of or against a motion when prompted.
  • An electronic poll in Zoom may be conducted to confidentially collect votes, as the chair asks the Staff Senate Secretary to create the poll and send prompts out to meeting attendees to vote.
  • As appropriate, Staff Senate may vote by acclamation, a method of approving a motion or electing a candidate to a position without a formal vote. It is essentially a form of unanimous consent, which Robert's Rules of Order allows when no member voices opposition.

A vote of acclamation is efficient and avoids unnecessary voting when a consensus is clear. It is commonly used when:

  • Decisions are routine or non-controversial.
  • There is only one nominee for a position.
  • The outcome is uncontested and obvious.
  • The group wants to express unanimous or strong support without going through a formal vote.

For example, during a vote for a new Standing Committee Chair-Elect position, if there is only one nominee, the nomination can be approved by acclamation. The chair would state, "If there is no discussion, this nomination passes by acclamation."

COMMON LANGUAGE USED DURING A MEETING MOTION
If you want to...You say...
Introduce a motion"I move that..." or "I make a motion to..."
Second a motion"I second the motion." or "Second."
Modify or add clarity to a motion"I move to amend the motion by..."
Move item to committee"I move to refer to the motion to [name of committee]."
Postpone motion to a set time"I move to postpone the motion until [date/time]."
Lay a motion aside temporarily"I move to table this motion." or "I move to defer this decision."
Avoid discussing a motion"I object to the consideration of this motion."
Reconsider a motion already disposed of"I move to reconsider..."
Kill a motion"I move that the motion be postponed indefinitely."