How to Make a Motion During a Board Meeting (Step-by-Step)

Making a meeting motion follows this 5-step process:

1. Recognition

The first step is to be recognized. This usually means waiting until no one else has the floor. Then, you will stand, raise your hand, or use an established procedure to get the attention of the chair. Once the board chair recognizes you, you have the floor to present your motion.

2. State the Motion

Once you have the floor, state your motion clearly and concisely. Provide as much information as is required for board members to discuss the motion. Connect the motion to a board meeting agenda item or ensure it addresses an issue pertinent to the board’s responsibilities or the organization’s goals.

3. Second the Motion

Another attendee must second the motion before it can be discussed or voted on. Seconding a motion means that at least one other attendee agrees with the motioner’s decision that a proposal should be considered. 

Any other voting member of the board can choose to second a motion. In some cases, the chair may acknowledge your motion personally, which allows the motion to move forward.

4. Debate and Discuss

The fourth stage is debate and discussion. During this phase, each board member has an opportunity to discuss the matter, weighing the pros and cons of a positive or negative vote. Board members also have the opportunity to propose changes to a motion.

Many traditional boards prefer to give each board member exactly one opportunity to speak. This method gives each board member an equal opportunity to share their thoughts and while reducing off-topic conversations. Other boards are moving toward open discussions that allow members to speak as many times as they would like. These discussions are often longer, but they ensure members are able to continue to contribute new information as they consider other members’ ideas. 

Boards often vote on whether a motion should be passed after this discussion. 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 board may decide to table the motion to return to during a future meeting or send it to a committee for further investigation and refinement.

5. Vote 

If the motion moves forward,  the board chair will restate the motion to ensure clarity and then call for a vote. Voting procedures vary. Some boards vote by voice, show of hands, or roll call, depending on the formality of the meeting and the organization’s bylaws. 

The motion passes or fails based on the board’s voting rules, typically a majority. Once the vote is complete, the chair announces the result, and the board either acts on the approved motion or moves to the next agenda item.