How meetings work

 🚀 Quick Guide to Participation in Meetings

As a member in attendance, you have the right to speak, vote, and participate in decision-making. Here’s how you can take action during the meeting: 

📝 1. Making a Motion (Proposing an Action) 

What it does: Suggests an action for the group to vote on.
How to do it:
🔹 Stand or raise your hand and wait for the chair to address you and say: “I move that…”
🔹 Another member must say: “I second the motion.”
🔹 The chair will open the floor for discussion.
🔹 After discussion, the chair calls for a vote. 

💡 2. Speaking on a Motion (Discussion/Debate) 

What it does: Allows you to express support, concerns, or suggest changes.
How to do it:
🔹 Raise your hand and wait to be recognized by the chair.
🔹 Once recognized, say: "I support this motion because..." or "I oppose this motion because..."
🔹 Stick to the topic and keep comments brief. 

✏️ 3. Amending a Motion (Making Changes) 

What it does: Modifies the motion being discussed.
How to do it:
🔹 Say: “I move to amend the motion by…” (e.g., changing a date, adding details).
🔹 Needs a second, then discussion and a vote. 

⏸️ 4. Postponing or Tabling a Motion (Delaying a Decision) 

What it does: Moves the discussion to a future meeting.
How to do it:
🔹 Say: “I move to table this motion until…” (state a time or condition).
🔹 Needs a second and a vote. 

⏭️ 5. Ending Debate (Moving to a Vote) 

What it does: Stops discussion and moves to a vote.
How to do it:
🔹 Say: “I move the previous question.”
🔹 Needs a second and a ⅔ majority vote to end debate. 

📢 6. Raising a Concern (Point of Order, Clarification, or Information) 

• Point of Order (Rules Violation) – “Point of order! [State the issue].” 
• Point of Information (Seeking Clarification) – “Point of information: Can we clarify…?” 

✅ 7. Voting Methods 

• Voice Vote – "Aye" (yes) or "Nay" (no). 
• Show of Hands – Raise hand for yes or no. 
• Ballot Vote – Anonymous vote. 
• Roll Call Vote – Each member states their vote aloud. 

🚨 8. Other Key Actions 

Make a Motion – Say: “I move that…”
Requires a second: Yes
Debatable: Yes
Vote: Majority

Amend a Motion – Say: “I move to amend…”
Requires a second: Yes
Debatable: Yes
Vote: Majority

Table a Motion – Say: “I move to table this…”
Requires a second: Yes
Debatable: No
Vote: Majority

Close Debate – Say: “I move to call the question.”
Requires a second: Yes
Debatable: No
Vote: 2/3 majority

Raise a Concern – Say: “Point of order!”
Requires a second: No
Debatable: No
Vote: No vote

Ask for Clarification – Say: “Point of information.”
Requires a second: No
Debatable: No
Vote: No vote

Adjourn the Meeting – Say: “I move to adjourn.”
Requires a second: Yes
Debatable: No
Vote: Majority

🎯 Pro Tips for a Smooth Meeting 

 ✅ Be concise – Keep your points short and relevant.
✅ Stay respectful – Address issues, not people.
✅ Follow the chair’s instructions – Speak only when recognized.
✅ Know your rights – You have a say, so use it wisely!