Motions are used to record formal actions considered during a meeting. This article explains how to add a motion, identify the members who initiated and seconded the motion, record voting results if applicable, and save the completed motion.
Important Note
Motions and votes are related, but they are recorded separately:
A motion can exist without a vote
A vote cannot be recorded until a motion has been entered
If a motion is not seconded or never goes to a vote, you can save the motion without recording voting results
Instructions
Sign in to the system if you have not already
Navigate to the Meetings module:
Select the agenda for which you want to add a motion:
Click the Go to Minutes button:
Navigate to the View menu and select the Minutes Summary option from the dropdown list:
Click the desired section or item in the meeting's order of business:
Note:
If you are already viewing a section or item within the Minutes module, you can navigate to another section or item by clicking its name in the order of business sidebar:
Click the +Motion button to add a motion:
Select a Motion Name from the dropdown list or type a Motion Name into the text box:
Note:
The Motion Name field is required and has a limit of 250 characters.
In the Voting section, identify the members who initiated and seconded the motion:
Initiate: Indicate who initiated the motion
Second: Indicate who seconded the motion (if applicable)
Note:
If you are using List View, you will need to click the radio buttons that correspond to the initiating and seconding members:
Initiate and record any votes as necessary
Note:
A motion doesn't require a vote and can be left blank if, for example, a motion is not seconded and therefore doesn't make it to a vote. However, entering a motion is required before a vote can occur.
Select a Save As option to record the motion action:
None: Record this motion without designating it as passed or failed
Passed: Record this motion as a passed motion
Failed: Record this motion as a failed motion
Enter any discussion or additional notes related to the motion, if desired:
Note:
You can edit the look of your content using the Text formatting and Paragraph formatting tools if desired:
If Auto-Save is enabled, your changes are saved automatically:
If Auto-Save is off, click the Auto-Save Off button and select a Save option:
Auto-Save Off: Toggle this option on to save future changes automatically
Save Changes: Save recent changes and continue editing the current item
Save and Next Item: Save recent changes to the current item and begin editing the next agenda item
The motion is added to the selected agenda item; if needed, you can return later to edit the motion, record voting results, or update the discussion