In formal settings, such as board meetings or legislative bodies, conducting business efficiently depends on established procedural protocols. These guidelines ensure that decisions are made transparently and fairly. Understanding the precise language and sequence for managing the meeting agenda is a foundational skill. A formalized process for approving the agenda at the outset eliminates confusion and establishes a clear trajectory for the work ahead.
The Purpose of the Meeting Agenda
The meeting agenda functions as the official contract between the presiding body and its members, outlining the specific topics scheduled for discussion and action. It serves as a roadmap, detailing the sequence in which items will be addressed. Establishing this order upfront is necessary for organized discourse, allowing members to prepare effectively and focus their contributions.
Approving the agenda formalizes this roadmap, transforming a draft list into the binding order of business. This initial step prevents unexpected items from being introduced without proper notice, protecting the rights of all members to be informed and prepared. Adherence to this structured process ensures that all required topics are covered before adjournment. Parliamentary procedure provides the framework for this formality, ensuring the process is consistent and universally understood.
Standard Steps for Agenda Approval
The process of formally adopting the agenda is one of the first actions taken after the meeting is called to order. The Chair initiates the process by directing the assembly’s attention to the draft agenda circulated to all members. This opening statement invites members to consider the document.
A member must then seek recognition from the Chair and propose the motion to approve the agenda. This formal proposal transforms the draft document into a subject for immediate consideration. Without this affirmative proposal, the agenda cannot be officially adopted.
The motion must immediately receive a second from another member to demonstrate that at least two people wish to consider the item. The second does not indicate agreement with the motion, but only that the item is worthy of discussion. If no second is offered, the motion fails for lack of support.
Once the motion has been properly moved and seconded, the Chair must restate the motion and open the floor for discussion. At this stage, members may propose amendments to the agenda, such as adding, deleting, or reordering specific items. The discussion phase ensures the proposed order of business serves the body’s immediate needs before it becomes binding.
After any discussion or proposed amendments are handled, the Chair calls for a vote on the main motion to approve the agenda, either as presented or as amended. The assembly votes, typically by a voice vote of “Aye” or “No,” requiring a simple majority for adoption. The Chair then announces the outcome, officially declaring the agenda adopted.
Exact Scripts for Making and Seconding the Motion
The official language used to propose the adoption of the agenda is precise. The member seeking to make the motion must first be recognized by the Chair. Once recognized, the member simply states, “I move that the agenda be approved as presented.”
This phrasing is the most common and direct approach. A slight variation is, “I move to adopt the agenda for today’s meeting as distributed.” The member making the motion should avoid adding commentary, as discussion occurs only after the motion has been seconded and stated by the Chair.
Immediately following the motion, another member should state, without seeking recognition, “I second the motion,” or simply, “Second.” The seconding member does not need to elaborate, as the purpose is solely to allow the motion to proceed to debate. If a second is not offered, the Chair will ask, “Is there a second?” before ruling the motion failed.
The Chair’s role is to manage the flow of the motion and ensure all procedural steps are followed. After the motion and the second, the Chair must restate the motion to confirm the business before the assembly, saying, “It has been moved and seconded that the agenda be approved as presented.”
The Chair then opens the floor for discussion or amendments with a statement like, “Is there any discussion or are there any proposed changes to the agenda?” The Chair must allow time for members to propose alterations. If no one rises to speak, the Chair proceeds directly to the vote.
To proceed to the vote, the Chair states, “Hearing none, the question is on the adoption of the agenda.” The voting process is initiated with the call for affirmative votes: “All those in favor of approving the agenda as presented, say ‘Aye’.”
Following the affirmative vote, the Chair calls for the negative votes: “All those opposed, say ‘No’.” If there is a clear majority, the Chair declares the result, stating, “The Ayes have it, and the agenda is approved,” or, “The Noes have it, and the agenda is not approved.”
Handling Proposed Amendments to the Agenda
When the motion to approve the agenda is opened for discussion, members may propose changes before the document is adopted. A member wishing to alter the agenda must seek recognition and propose an amendment by stating, “I move to amend the agenda by adding ‘Discussion of New Policy’ as Item 4.”
The proposed amendment constitutes a subsidiary motion, meaning it must be resolved before the main motion to approve the agenda can be decided. This proposed change must also be seconded to be considered by the assembly. The seconding member indicates that the proposed change warrants discussion.
Once seconded, the Chair must restate the proposed amendment and open it for debate, which is limited to the merits of the amendment itself. Members may speak for or against the proposed item, but not the overall agenda. The assembly decides only whether to modify the agenda in the way proposed.
After debate on the amendment concludes, the Chair calls for a vote on the amendment alone, requiring a simple majority for passage. If the amendment passes, the agenda is immediately modified, but not yet adopted. If multiple amendments are proposed, they must each be moved, seconded, debated, and voted upon individually.
Once all proposed amendments have been resolved, the assembly returns to the main motion to approve the agenda, either as amended or in its original form. The assembly then votes on the main motion, officially adopting the final order of business.
Following the Approved Agenda
Once the motion to approve the agenda passes, the document becomes the binding order of business for the meeting. The Chair and the assembly are obligated to follow the sequence of items exactly as adopted. This adherence ensures that all scheduled items are addressed in the agreed-upon timeframe.
Deviating from the approved order is permissible only through a specific procedural action, typically a motion to suspend the rules. This motion requires a higher voting threshold, often a two-thirds majority, to pass. The requirement of a supermajority emphasizes the binding nature of the initial approval and protects the rights of members who prepared based on the adopted sequence.