Motions

In formal minute-taking, it is essential to include all properly made motions in the minutes. Generally, a motion must be moved and seconded to be considered proper. However, in committee meetings, motions do not require a second and can be less formal.

Structuring Motions

A motion typically begins with the word “That,” followed by a noun and a verb, and should be framed as a positive statement.

 Recording Motions

The minutes should document:

  • Who made the motion
  • Outcome of the motion: Indicate whether it was carried, defeated, or tabled (postponed).

Defeated motions should also be recorded, as the issue may only be revisited under specific conditions.

 Additional Details for Formal Minutes

In very formal minutes, it is customary to include the name of the individual who seconded the motion. If the issue is contentious, it’s also advisable to note the names of those present and how they voted. In cases where voting is conducted by secret ballot, the minutes should reflect the number of votes for each side.

Sample Motions

Here are some simple motions.

  • MOTION: It was MOVED, SECONDED, AND CARRIED, “That the Board support the production of an educational brochure on drug and alcohol addiction.”
  • MOTION: It was MOVED by Jennifer van der Berg and SECONDED that the unit hires three additional salespeople. MOTION DEFEATED.
  • Jeff Brown made a motion that Dr. Timothy Davids be granted staff privileges. Dr. Peter Baker seconded the motion, which was passed unanimously.
  • Georgina Jones proposed that the Information Services Branch donate R1,000 to the Save the Children Campaign. Motion passed by general consent.
  • Roy Robertson moved, seconded by Ms. Eileen Green, that the SK Management Company takes over the operation of the Rosevale Nursing Home. Motion defeated.
  • Motion No. 9X-34, moved by Cameron Smith, seconded by Paul Walker. Moved that the Board appoint the YMCA to be the operator of the child care facility opening at Queen and Main Streets in September 2022. This operator would also be responsible for the before school, lunch, and after school programs on the premises. Motion No. 9X-34 Carried.

Here is an example of a series of motions:

  • It was moved that we hold a picnic.
  • It was moved in amendment by Ms. Nancy Baker, seconded by Mrs. Joan Walker: That we hold a picnic and a dance.
  • The chair declared the amending motion lost.
  • The question was then put to the main motion; it was resolved in the affirmative.

Explanation: Someone on the committee moved that the group hold a picnic. Ms. Nancy Baker amended the motion include a dance in addition to the picnic. The chair then asked the assembly to vote on Ms. Baker’s amendment. The group voted not to have both a picnic and a dance. The chair declared the amending motion (Ms. Baker’s) lost and then called for a vote on the main motion – to hold just a picnic. The assembly voted yes: they want a picnic.

Here is another example of a series of motions:

It was moved by Ms. Karen Smith that an ad hoc committee for community relations be established. It was moved in amendment by Mr. Adrian Green that an ad hoc committee for community relations, composed of three Canadian citizens, be established. Amending motion and main motion carried.

Explanation: In this case, Karen Smith moved that an ad hoc committee for community relations be established. Adrian Green amended the original motion to include the fact that the committee be composed of three Canadian citizens. The group voted in favor of this. The chair then had to ask the group to vote on the main motion – the establishment of the ad hoc committee. The result of the vote showed that, yes, the group agreed to the committee.

Resolutions

A resolution is a formal written motion that follows a specific format, initiating with the word “whereas” and followed by resolving clauses that outline the group’s intended actions. The minutes must provide a complete account of any resolutions that are adopted, as well as a brief note on those that are rejected.

Given that resolutions can be lengthy, it is advisable to ask individuals to prepare their resolutions in writing before submitting them for inclusion in the minutes.

 Guidelines for Typing a Resolution

  • Indent all lines: Use a 15-space indent.
  • Format headings: Type “WHEREAS” and “BE IT RESOLVED” in all capital letters.
  • Line spacing: Use single spacing between lines and double spacing between different sections.
  • Emphasize names: Use capital letters and bold type for any names included.
  • Monetary references: Write out any monetary amounts, followed by the numerals in parentheses. For example, “two hundred Rands (R200).”

Sample Resolution

               The Cobden City Council moved the adoption of the following resolution:

               WHEREAS, for a number of years MARGARET ROSSOUW has served as president of the local Cancer Society,

               and,

               WHEREAS, she has chaired this company’s Loyalty Program for two years;

               and

               WHEREAS, she has been highly involved in the establishment and operation of our food bank, therefore,

               BE IT RESOLVED, that MARGARET ROSSOUW be named “Citizen of the Year,” and,

               BE IT RESOLVED, that a donation of two hundred rands (R200) be made in her name to the Cancer Society, and,

               BE IT FURTHER RESOLVED, that a banquet be held in her honor on Tuesday, the 2nd day of May, 2022.

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