Voting Process

Purpose: The purpose of this document is to provide a general chart of some of the Robert's Rules for voting.  This is for guidance to the Council Chairs and Committee Chairs that would like a cheat sheet to some of the Robert's rules for voting:

What is desired/neededLeader might say: Second Needed   Debatable   Amendable   Vote Needed  
Motion is needed (see some examples below table for AgGateway)"I would entertain a motion" Yes   Yes   Yes   Majority  
Adjourn a meeting"I would entertain a motion to adjourn" or "If there is no additional business, I will adjourn this meeting at {indicate time and time zone}."  Yes if motion is made - otherwise the leader adjourns No   No   Majority  
Suspend further consideration of something   "I would entertain a motion to move that we table ..."   Yes   No   No   Majority  
Postpone consideration of something   "I would entertain a motion to postpone this matter until…"   Yes   Yes   Yes   Majority  
Amend a motion   "Are you requesting that this motion be amended by…?"   Yes   Yes   Yes   Majority  
Requesting a second to the motion"Is there a second to that motion?"NAYesYesRefers   to original motion
Introduce business (a primary motion)   "Would you like to make a motion that we address …?"   Yes   Yes   Yes   Majority  
The above listed motions and points are listed in established order of precedence. When any one of them is pending, you may not introduce another that is listed below, but you may introduce another that is listed above it.  
Object to procedure or personal affront  - a request of "Point of Order" "Point of order has been requested"   No   No   No   Chair decides  
Request   information - a "Point of Information" may be requested "Point of information"   No   No   No   None  
Ask for vote by actual count to verify voice vote   "A call for a show of hands or division of the house is in order"   No   No   No  None unless someone   objects  
Object to considering some undiplomatic or improper matter   "An object to consideration of this question, therefore, I will table at this point and take into consideration."   No   No   No   2/3  
Take up matter previously tabled   "Would you like to move we take from the table…?"     Yes   No   No   Majority  
Reconsider something already disposed of    "A request to open discussion now (or later) for reconsideration of our action relative to…"   Yes   Only if original motion was debatable   No   Majority, and the motion must made in the same meeting as the original decision. If in a subsequent meeting, the motion is to rescind or amend a previous decision. 
Consider something out of its scheduled order   "I move we suspend the agenda order and consider…"   Yes   No   No   2/3  
Vote on a ruling by the Chair   "Did you want to move to appeal the Chair’s decision?"   Yes   Yes   No   Majority  
The motions, points and proposals listed above have no established order of preference; any of them may be introduced at any time except when meeting is considering one of the top three matters list (Motion to Adjourn, Recess or Point of Privilege).

For AgGateway, here are the typical things where a motion is needed:

  • Approving prior minutes
  • Approval of financial reports (typically Board of Directors)
  • Approval of strategic plans (Board approves AgGateway's plan and councils & committees approve their plans)
  • Budgets (typically Board or Project Steering Committees)
  • Approval of any special report looking for approval
  • Audit approvals (Board level only)
  • Approval of nominations (within a meeting)
  • Election (within a meeting)
  • Appointments (such as leadership (chair/vice chairs), task forces, working groups, etc.)
  • Approval of documents (such as governance or guiding principles, charters, white papers, etc.)
  • Approval for requests - (such as projects, funds, change in budget, etc.)
  • A decision that you want formal approval by the group - (such as an endorsement, something you want documented in the minutes that all agree, etc.)
  • As stated above in the table - the chair can either adjourn the meeting without a vote or can vote on adjourning - but if a motion is made and seconded, then you NEED to vote on the adjournment.