Meetings in progress 

Substantive and procedural motions

Substantive motions

Substantive motions are motions related to the purpose of the meeting. The resolutions following substantive motions are the key outcomes of formal meetings. Motions should be:

• simple
• restricted to one idea
• written in the positive
• carefully worded – once passed they are a legally binding decision
• complete – they should not require reference to other documents or statements
• within the group's terms of reference.

Procedural motions

Procedural motions relate to how the meeting is conducted. These motions are designed to allow for the smooth transaction of business during a meeting, but they can be used to disrupt and prolong affairs. If you have ever listened to parliamentary proceedings, you will have an idea of the disruptive power of procedural motions. Your meetings are unlikely to be as formal as parliament, but as chairperson you need to be equipped any situation that might arise.

Some procedural motions are uncontentious; they are used to change the sequence of the agenda, add or delete items, accept minutes and so on. Others are designed to:

• stop discussion and get an immediate decision
• prevent a decision being made
• postpone a decision.

Over time, some procedural motions have become known as formal motions. They're formal in the sense that they have form – the wording has become set.

Find three examples of resolutions in the minutes of meetings available to you in your own workplace. How do these examples compare against the tips above? Keep copies of these examples with the record of your comments.

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Meetings in progress