These are guidelines for a general meeting at Benoni Baptist Church.
Guiding principles
- The constitution of Benoni Baptist Church always takes precedence over any guidelines.
- These guidelines are based on Robert’s Rules of Order Newly Revised, but simplify where deemed nessessary.
- Members have the right to attend meetings.
- Members have the right to know what is going on at all times.
- Members have the right to make motions. Only one motion can be discussed at a time. A motion is the topic under discussion. Motions ought to be framed so that an answer is required of yes or no. Motions must be written down and broadcast to the assembly so members know what is going on at all times. Motions should preferably be submitted to the church secretary before the agenda is sent out to the church (a week before the meeting). A motion requires a second to be considered. If there is no second, the matter is not considered. Each motion must be disposed of (passed, defeated, postponed, or referred to committee). If 75% of members present and entitled to vote object to any matter brought up without proper prior notice, the chairman shall rule that it be referred to a future general meeting.
- Members have the right to speak in debate, before anyone may speak a second time. And only urgent matters may interrupt a speaker.
- Members have the right to vote.
- The minority gets to be heard.
- The majority decides.
Definitions
The agenda
- The agenda is drafted by the chairman or the executive.
- If the agenda is approved by the executive, no second is required motions in the agenda.
- The agenda shall be made available to all members the Sunday prior to the meeting.
- The agenda must adopted by the meeting.
- The agenda can be amended by the meeting.
- Example:
- Call to order (Official start of the meeting)
- Establish quorum (The secretary confirms that the minimum number of members required to conduct business is present)
- Approval of previous minutes (A motion is made to approve the minutes from the last meeting. Corrections can be proposed before the vote)
- Adopt agenda (A motion to approve the meeting’s structure and order of business)
- Reports (Updates from officers and committees. Reports are typically informational, but may contain recommendations that lead to motions)
- Secretary
- Treasurer
- Pastors
- Unfinished Business (Motions postponed from the previous meeting)
- New Business (Introduction, discussion, and voting on new motions)
- Announcements (Next meeting)
- Adjournment (A motion is made and voted on to officially conclude the meeting)
Motion
- This allows someone to introduce a new piece of business, propose a decision, or action.
- A motion must be made by a member.
- A motion must be written, and handed to the chairman.
- One should say, “I move that…”.
- Must be seconded.
- After a limited amount of discussion, the meeting then votes on the motion.
- A 75% vote is required for any motion to pass.
- A motion can be passed: Successful.
- A motion can be defeated: Unsuccessful.
Postponement
- This allows a motion to be postponed to a future meeting.
- A postponement must be made by a member.
- One should say, “I move to postpone this…”.
- Must be seconded.
- After a limited amount of discussion, the meeting then votes on the motion.
- A 75% vote is required for any motion to pass.
- If passed, this motion cannot be reintroduced at that meeting. It may be brought up again at a later date.
Amendment
- This process is used to change a motion under consideration. Perhaps you like the idea proposed but not exactly as it is offered.
- An amendment must be made by a member.
- A amendment must be written, and handed to the chairman.
- The person who brought the original motion may offer to withdraw their orignal motion, and modify that motion to include suggested changes. This eliminates to have an amended motion voted on.
- One should say, “I move to amend the motion on the floor…”.
- Must be seconded.
- After a limited amount of discussion, the assembly then votes on the motion.
Commit
- This is used to place a motion in committee.
- Must be seconded.
- A 75% vote is required for any motion to pass.
- If an appropriate committee exists, the motion goes to that committee. If not, a new committee is established.
- At the next meeting the committee is required to prepare a report on the motion committed.
Question
- This is used to end a debate immediately.
- One should say, “I call the question.”
- Must be seconded.
- A vote is held immediately with no debate.
- A 75% vote is required for any motion to pass.
- If it is passed, the motion on the floor is voted on immediately.
Adjourn
- This is used to end the meeting.
- One should say, “I call adjournment.”
- Must be seconded.
- A vote is held immediately with no debate.
- A 75% vote is required for any motion to pass.
- If it is passed, the meeting adjourns immediately.
How to do things
- You want to call a special general meeting for a specific, urgent purpose. Upon written request of at least 10% of the members (stating the purpose), a special general meeting must be convened within one month. The executive may also call such a meeting. Notice must be given to all members the Sunday prior, clearly specifying the matters for consideration.
- You want to bring up a new idea before the assembly. After recognition by the chairman, present your motion. A second is required for the motion to go to the floor for discussion, or consideration.
- You want to change some of the wording in a motion under discussion. After recognition by the chairman, move to amend by
- adding words,
- striking words or
- striking and inserting words.
- You like the idea of a motion being discussed, but you need to reword it beyond simple word changes. Move to substitute your motion for the original motion. If it is seconded, discussion will continue on both motions and eventually the body will vote on which motion they prefer.
- You want more time personally to study the proposal being discussed. Move to postpone to a definite time or date.
- You are tired of the current discussion. Move to limit debate to a set period of time or to a set number of speakers.
- You have heard enough discussion. Move to close the debate. Also referred to as calling the question. This cuts off discussion and brings the assembly to a vote on the pending question only.
- You believe the discussion has drifted away from the agenda and want to bring it back. “Call for orders of the day.”
- You are unsure the chairman announced the results of a vote correctly. Without being recognised, call for a “division of the house.” A roll call vote will then be taken.
- You are confused about a procedure being used and want clarification. Without recognition, call for “Point of Information.” The chairman will ask you to state your question and will attempt to clarify the situation.
Debate
- The member who made the motion is entitled to speak first.
- Every member has the right to speak in debate.
- The chairman should alternate between those for the motion and those against the motion.
- The discussion should be related to the pending motion.
- Avoid using a person’s name in debate.
- All questions should be directed to the chairman.
- A member is limited to speak once to a motion.
- Asking a question or a brief suggestion is not counted in debate.
- A person may speak a second time in debate with the assembly’s permission.
Interruption
- You may interrupt a speaker for these reasons only:
- Point of information: to get information about business, rules, or parliamentary inquiry.
- Question of privilege: you can’t hear, safety reasons, comfort.
- Point of order: if you see a breach of the rules.
- Appeal: if you disagree with the president of the board’s ruling.
Voting
- Voting shall be by show of hands unless:
- Otherwise required elsewhere in the constitution.
- One member requests a ballot.
- There shall be no postal or proxy voting.
- All matters shall be decided by a 75% majority vote of those present.
- Any change or conflict to the Baptist principles laid out in the constitution shall be decided by a 90% majority vote of those present.
Quick Reference
| Must Be Seconded | Open for Discussion | Can be Amended | Vote Count Required to Pass | May Be Reconsidered or Rescinded | |
| Main Motion | √ | √ | √ | 75% majority | √ |
| Amend Motion | √ | √ | 75% majority | √ | |
| Kill a Motion | √ | 75% majority | √ | ||
| Limit Debate | √ | √ | 75% majority | √ | |
| Close Discussion | √ | 75% majority | √ | ||
| Postpone to a later time | √ | √ | √ | 75% majority | √ |