Robert's Rules for a small board: the eight motions

A small nonprofit board can run its meetings with eight motions from Robert's Rules: the main motion, amend, refer to a committee, postpone, close debate, lay on the table, recess and adjourn. The rest of the book is there for when something unusual happens.

Robert's Rules binds your board only if your bylaws adopt it. Even then, your state's law and your bylaws come first.

The relaxed rules for small boards

Robert's Rules of Order Newly Revised has a looser procedure for boards where no more than about a dozen members are present. Under it:

• A motion doesn't need a second.
• Members can discuss a topic informally before anyone makes a motion.
• There is no limit on how many times a member speaks, and motions to close or limit debate generally shouldn't be allowed.
• The chair can take part in discussion and, unless the board's rules or custom say otherwise, can make motions and vote.

If your board has seven people around a table, this is the version to use. A board can still choose the formal rules.

The eight motions

They are listed from lowest rank to highest, and each can be made while any motion listed before it is pending. Under the formal rules, every one of them needs a second.

1. The main motion

"I move that we approve the 2027 budget as presented." It can be debated and amended, and it passes with a majority. Only one main motion is on the floor at a time.

2. Amend

"I move to amend the motion by striking $40,000 and inserting $35,000." It can be debated and needs a majority. The board votes on the amendment first, then on the motion as it now stands.

3. Refer to a committee

"I move to refer this to the finance committee, to report back at the March meeting." Debatable, majority. Use it when the board doesn't have what it needs to decide.

4. Postpone to a certain time

"I move to postpone this until the January meeting." Debatable, majority. This is the right motion when people say "let's table it until next month."

5. Close debate

"I move the previous question." It can't be debated, and it takes a two-thirds vote, because it cuts off members who still want to speak. A director calling out "Question!" doesn't end debate. On a board using the small-board procedure, the chair should generally not take this motion at all.

6. Lay on the table

"I move to lay the motion on the table." Not debatable, majority. It sets a motion aside for a short time because something urgent has come up. It isn't meant for killing a motion or pushing it to the next meeting.

7. Recess

"I move that we recess for ten minutes." Not debatable, majority.

8. Adjourn

"I move to adjourn." Not debatable, majority. The chair can also simply declare the meeting adjourned when the agenda is finished and nobody objects.

Deciding without a vote

For routine items the chair can ask, "Is there any objection to approving the minutes as circulated?" If nobody objects, it is done. Robert's Rules calls this unanimous consent. It is different from the unanimous written consent boards use to act between meetings, which our guide to written consent covers.

What goes in the minutes

Record the exact wording of each main motion, who moved it, and the result. Discussion stays out. See what to leave out of board minutes.

How Karma Compass helps

On the Pro plan, Karma Compass drafts the minutes from the secretary's notes, with each motion and how the vote went. Votes between meetings are on every plan, and Compass won't draft one until someone records what your bylaws say about voting outside a meeting.

See how minutes work in Karma Compass

Sources

• Robert's Rules of Order Newly Revised, 12th edition: the motions, their rank, and the procedure for small boards.
• Frequently asked questions about Robert's Rules: the official site, on calling the question and on tabling a motion.