Learn How to Make a Board Motion Right from Your First Board Meeting

Normally, non-profits follow some sort of parliamentary procedure or Robert’s Rules of Order to conduct an orderly board meeting. It doesn’t take long for a board of directors to become comfortable with making decisions and to eventually embrace having complex discussions.

But what if you are new to a board of directors and Robert’s Rules sound like another language?

Board members need a basic understanding for how to make a governance decision, and they need that knowledge before they attend their first board meeting. Sometimes, though, board orientation training is skipped, or simply scheduled for a later date, leaving a new board member to flounder and figure things out on the fly.

If you are a new non-profit board member, here are 7 foundational components to help you understand how a board makes decisions.

Topic for Discussion

Not every agenda item will require a decision by the board. Many agenda items start with discussion of a topic. For example, a board member might report information they were asked to bring to the meeting. Other board members might ask questions for clarity and understanding. If no action is needed by the board, the chair moves on to the next agenda item, to keep the meeting flowing.

Make a Motion

If it becomes clear that a board decision is required, one board member will speak up and make a motion. The board member making the motion will make a statement such as “I move that…” then fills in the details of the proposed board action.

Motions can only be made by board members and depending on how closely the board follows parliamentary procedure, may follow a very casual to a very formal presentation of the motion.

Second the Motion

For the motion to proceed to the next step, at least one other board member must believe the motion should be given further consideration by the board. To express this belief, a board member, who is not the mover, will make a statement such as “I second the motion”, or “I second that.”

What happens if no one seconds the motion? Then the topic is dropped, and the chair moves on.

It is important to note that neither the mover nor the seconder are making any indication that they agree or disagree with the motion. Making a motion and seconding a motion indicate only that the matter warrants board consideration.

Debate the Motion

After the motion is made and seconded, the topic is discussed and debated. This step allows for sharing of background for the motion, questions, answers, opinions, and thoughts.

Discussion will begin with the chair repeating the motion and will last a reasonable amount of time for the matter to be given due consideration.

Vote on the Motion

When the chair deems that ample discussion has occurred, they will call for the vote. Again, depending on how closely the board follows parliamentary procedure, the chair will ask the group if “they are ready for the question” and will make a statement such as “The question is on the adoption of the motion to…” and then repeats the exact wording of the motion.

Then board members will vote using the method outlined in their meeting procedures, often by show of hands. The chair will count the votes in favour of the motion and votes against the motion.

Announce the Decision

After voting, the chair announces if the motion is carried or lost.

If the vote results in a tie, the chair will look to governing policies to determine the next step. It is common for a tie vote to indicate the motion is lost, but all boards will have different policies they follow.

Record in the Minutes

Sometimes a discussion becomes quite lengthy, and it is tempting to want to record details in the minutes. The minutes record only the exact wording of the motion, the names of the mover and seconder, and if the motion was carried or lost.

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Being part of a non-profit board of directors can be both challenging and empowering. Non-profits do important work and board members are a big part of making decisions. New board members don’t need to wait for training or attend dozens of meetings to start to get the hang of board decision making. These 7 components will help a new board member understand when to speak up, when to ask questions, and how to vote for/against a proposed action – right from the first board meeting.

A non-profit board that embraces documented meeting processes will have the skills to handle the most complex or delicate decisions with integrity and fairness.

There are all kinds of interesting variations to make board decisions, that still fall well within the guidelines of Robert’s Rules of Order. Everything from amending a motion, tabling a motion, and how to record those details in the minutes.

It is helpful to read through Robert’s Rules in Brief, to better understand board decision making and to learn new ways to contribute to meeting processes.

New board members might consider creating a cheat sheet with these 7 foundations for making a board decision and adding more information as they learn.

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When a new member joins a non-profit board and needs guidance, understanding the foundations of board decision making can be the beginning of a rewarding volunteer career.

Thanks for taking the time to read my ideas. My mission is to take the mystery out for running a small non-profit. If you know someone who needs to read this, why not grab the link, and share it with them. Let’s work together to help new board members succeed.

-Christie

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Hi, I'm Christie Saas, former board member, current Executive Director, and non-profit volunteer. I remember well, those early years when I lacked the training, the confidence, and the work-life balance to focus on becoming the best non-profit leader I could be.

Fast-forward past many bumps in the road, lessons learned, and you’ll find me still in the trenches, but a little wiser, a little calmer, and a whole lot happier. I love my work and I want to help you love yours too.

I created ChristieSaas.com to give you tools, tips, and templates to remove the mystery of learning to run a small non-profit. If you’re a brand-new non-profit leader, or a little more seasoned, someone who’s looking to make a meaningful contribution and still have time for a full life away from the job, you’re in the right place.

© Christie Saas 2022 All Rights Reserved

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