You have been asked to chair a meeting. The following standard agenda provides a sequence for order of business at a meeting, especially for an organization. If you are chairing a working committee, you probably would have reports from individuals on action items that they worked on from the previous meeting instead of officers’ and committees’ reports.

Standard Agenda

1. Call to Order

2. Approval of Agenda

3. Reading & approval of minutes

4. Officers’ Reports (treasurer, president, etc.)

5. Standing Committees’ Reports

6. Special Committees’ Reports

7. Unfinished Business

8. New Business

Adjournment

Your organization makes decisions by majority vote. You are chairing a meeting where there has been discussion on a topic. A decision has to be made. A member at the meeting puts forward a motion for a course of action. As chairperson, you may find the following steps to a motion useful in helping the organization members, present at the meeting, reach a decision in a timely and understood manner.

Steps to a Motion

1. Moved - a proposal from the floor

2. Seconded - another member’s interest

3. Stated - by chair or secretary

4. Discussed - each member can speak once to each motion

5. Amended - change the motion by:

i) adding or deleting words

ii) replacing with different words

(each amendment has the same 9 steps)

6. Called - time to vote

7. Restated - ensures everyone’s understanding of motion

8. Voted - All in favour? Opposed? Abstaining?

9. Declared - carried or defeated