A motion in a formal assembly is a proposal that a specific action be taken or a certain position be adopted by the group. This mechanism serves as the foundation for collective decision-making, transforming an idea from a single member into a formal business item for the entire body to consider. The structured motion process ensures that discussions lead directly to accountable decisions rather than dissipating into general conversation. It also protects the rights of the minority while allowing the majority to rule.
Understanding the Rules Governing Formal Meetings
Structured organizations rely on established rules to conduct business efficiently and ensure fairness among all participants. These procedural guidelines prevent simultaneous discussion of multiple topics and maintain order, making meetings productive and equitable. The most widely adopted framework is parliamentary procedure, with Robert’s Rules of Order, Newly Revised (RONR) serving as the default authority for countless boards, associations, and governmental bodies. Adopting standard rules provides a clear reference for handling any procedural question that may arise. The rules ensure that only one subject is considered at a time and that every proposal is fully and freely discussed before a decision is made.
Step-by-Step Guide to Making a Main Motion
The process for introducing a main motion follows a specific, sequential path to ensure orderly consideration. First, a member must obtain the floor by seeking recognition from the presiding officer, usually by addressing the Chair. Once recognized, the member has the exclusive right to speak and must state the proposal clearly and concisely using the formal phrase, “I move that…”. This initial statement should contain the exact wording of the desired action, avoiding explanation or debate.
The motion must then receive a second from another member, signifying that the proposal is worthy of discussion by the assembly. The second is usually offered simply by saying, “I second the motion,” without needing recognition. If no second is offered, the motion dies for lack of support and is not considered further. With a second secured, the Chair formally restates the motion to the assembly, placing the question before the body for debate and decision. The presiding officer then opens the floor for discussion.
The Hierarchy of Motion Categories
Motions in parliamentary procedure are organized into a strict hierarchy that determines which motion can be made while another is pending. This ranking system manages the flow of discussion by ensuring that urgent or procedural matters can interrupt the consideration of less time-sensitive proposals. A motion higher in the order of precedence can be introduced while a lower-ranking motion is being discussed, but not the reverse.
Privileged Motions
Privileged motions are the highest-ranking category because they deal with urgent matters concerning the rights, comfort, or needs of the assembly itself, and they take precedence over all other business. These motions concern the meeting environment, such as a motion to adjourn the meeting or to take a short recess. Due to their urgency, they are generally neither debatable nor amendable, requiring an immediate vote to resolve the procedural issue.
Subsidiary Motions
Subsidiary motions are directly related to the main motion under consideration, and their purpose is to modify, delay, or otherwise dispose of it. These motions rank below privileged motions but above the main motion, allowing them to be introduced during debate on the main proposal. Examples include the motion to amend the wording, to refer the matter to a committee for further study, or to postpone the main motion to a specific time.
Incidental Motions
Incidental motions address questions of procedure arising out of the business at hand and must be decided immediately before the assembly can proceed. They have no fixed rank among themselves but take precedence over the subsidiary and main motions from which they arise. A member may raise a Point of Order to call attention to a breach of the rules or move to suspend the rules.
Main Motions
Main motions are the fundamental proposals that introduce new items of business for the assembly’s consideration. They are the lowest-ranking of the four primary categories. A main motion can only be made when no other motion is currently pending, as it is the foundation upon which all other debate is built. Once adopted, a main motion becomes the official decision or action of the assembly.
How to Handle Amendments and Debate
Once a main motion is on the floor, the assembly enters the debate phase, governed by rules ensuring a full and fair exchange of views. During this time, members may propose amendments, which are subsidiary motions used to change the wording by adding, striking, or substituting text. An amendment must be germane (relevant to the main motion) and requires a second before it can be debated.
The rule of primary and secondary amendments limits how many proposals can be pending simultaneously. Only an amendment to the main motion (primary) and an amendment to that primary amendment (secondary) are permitted at the same time. Debate must be strictly limited to the merits of the amendment itself. The secondary amendment must be voted on first before the primary amendment can be decided.
Debate continues until members stop seeking recognition or until a motion to close debate, such as the Previous Question, is adopted. Closing debate requires a two-thirds vote. The presiding officer then puts the question to a vote, restating the final form of the motion to ensure all members understand what they are voting on. A majority vote is required for adoption, unless the motion involves changing a rule or limiting a right, which requires a two-thirds vote.
Best Practices and Common Mistakes
Effective participation in formal meetings requires preparation and adherence to procedural language. A best practice is to write out the full text of your main motion before the meeting, ensuring it is clear, affirmative, and contains all necessary details. Members should always direct their remarks to the presiding officer, maintaining decorum and focus.
A frequent error is debating a proposal immediately after stating the motion, bypassing the requirement for a second and the Chair’s formal restatement. Another common mistake is attempting to make a main motion while another motion is pending, violating the rule that only one main topic can be addressed at a time. Using precise formal language, such as “I move that,” and waiting for the Chair’s recognition prevents unnecessary procedural delays.