Collector - January 2021 - 36

BUSINESSOPERATIONS

voting occurred. They also include oral
reports of committees and provide notice
of motions that require advance notice
as defined by the group's governing
documents. Time is of the essence with
minutes, and the person responsible for
transcribing the meeting does so as soon as
possible after the meeting and distributes
them to the members.

MAKING A MOTION
The meeting gets interesting when the
procedural items are handled and the
agenda progresses to unfinished and new
business. Members of the group are often
prepared to advance projects they have been
working on or policies they want to adopt.
First, they must make a motion to open
discussion of a topic-but it's a simple
process. The member will seek recognition
in accordance with the accepted practices
of the group. For example, the member may
seek recognition by the presider by saying
" Mr./Madame President? " The presider will
recognize the person formally, as in " The
chair recognizes Member A. "
The member then makes a motion by
stating the action he or she wishes the group
to take, such as, " I move that we adopt the
proposed budget for fiscal year 2020-2021. "
The motion needs a second from another
member before the group discusses the

topic. Members who would like to speak
for or against the motion seek recognition
of the chair, whose role now is to keep the
discussion moving.
If procedural motions come up during
discussion, such as motions to amend,
the chair must resolve those motions by
restating them, entertaining discussion on
them and initiating voting. The chair then
directs discussion back to the main motion as
amended and, once discussion is concluded,
calls for a vote on the main motion. The
chair restates the motion, with amendments
if applicable, and calls for favorable votes
followed by dissenting votes. When the final
tally is in, the chair will announce the outcome.
Members of a committee or board may also
amend a motion before the final vote. How are
motions amended? A member of the group
may like to expand upon, limit or otherwise
enhance an idea in a motion proposed by
another member. To amend a motion, the
member must seek recognition by the chair
and make a motion to amend. The motion
to amend requires a second for discussion
and a vote to occur. If the motion to amend
passes, discussion returns to the now-amended
motion. If the motion to amend does not pass,
discussion returns to the original motion.
You might have heard someone " call the
question. " This is a procedural motion to end
debate. The member who seeks to end debate

Learn More
For more information, listen
to a recording of ACA's Hot
Topic webinar on parliamentary procedures here: www.
acainternational.org/products/
ht-be-an-influencer. This
webinar was supported by
the Women in Collections
Resource Council.
must seek recognition to make a motion. This
motion is not debatable, and the chair will
take a vote on it immediately. While motions
generally require a simple majority to pass, a
motion to close debate requires a 2/3 majority
vote. If the motion to end debate passes, the
chair should immediately call for a vote on
the main motion.

ADDITIONAL RESOURCES

D .W. S T O RY & A S S O C .

FOR SALE

Th is is a high-level overview of the most
basic procedures that occur at public
meetings, like city council meetings,
chamber of commerce meetings, and even
ACA's annual unit and national meetings.
Readers can fi nd much more information
at RobertsRulesMadeSimple.com or
my favorite website, LawofOrderBlog.
com. If your group needs to fi nd a
professional parliamentarian for your
next meeting, a directory can be found at
parliamentarians.org.
Debra Ciskey is executive vice president of
CACi and The Collections Coach LLC. She
can be reached at debra.ciskey@cacionline.net.

36

ACAINTERNATIONAL.ORG


http://www.acainternational.org/products/ht-be-an-influencer http://http:// http://www.acainternational.org/products/ht-be-an-influencer http://www.acainternational.org/products/ht-be-an-influencer http://http:// http://www.RobertsRulesMadeSimple.com http://LawofOrderBlog.com http://LawofOrderBlog.com http://www.parliamentarians.org http://www.ACAINTERNATIONAL.ORG

Collector - January 2021

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