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Bring a resolution to a meeting

This is a summary guide for the process for getting a group to make a decision and record it officially. The level of formality can vary, but the fundamental steps are similar.

Broken down into three phases.  This is not a strict outline but a guide to the methods.

Phase 1: Before the Meeting 

1. Draft the Resolution
 A resolution is a formal statement of a decision or opinion. It should be clear, concise, and actionable. It typically has two main parts:

Preamble (The "Why"): These clauses start with "WHEREAS," and explain the background and reasons for the resolution. They set the context.
Operative Clauses (The "What"): These clauses start with "BE IT RESOLVED THAT," and state the specific action or decision the group is being asked to make.

Example:

Resolution to Create a Community Garden Committee

WHEREAS, our organization seeks to promote community engagement and sustainable practices; and

BE IT RESOLVED THAT, a Community Garden Committee shall be established to develop a plan for the use of the vacant land; and

BE IT FURTHER RESOLVED THAT, the committee will consist of five volunteer members, to be appointed by the Chair by August 15, 2025; and

BE IT FURTHER RESOLVED THAT, the committee will present its proposed plan and budget at the October 2025 general meeting.
 

2. Do Your Homework: Be prepared to defend your resolution.

Gather data: What are the costs? What are the benefits? Are there any risks?
Anticipate questions: Think about what objections or questions others might have and prepare your answers.
 

3. Socialize the Idea 
 Don't let the meeting be the first time key people hear about your idea.

Talk to key members: Discuss the resolution with other attendees, especially those you think will be supportive and those who might be opposed. This helps you build a coalition and refine your proposal based on feedback.

4. Get it on the Agenda
For formal meetings, you often need to have your item placed on the official agenda.

Contact the secretary or person responsible for creating the agenda well in advance of the meeting.
Submit the exact wording of your resolution so it can be included in the meeting materials sent to all members. This gives them time to review it.
 
 Phase 2: During the Meeting (The Formal Procedure)
 This follows a structured process, often governed by parliamentary procedure like Robert's Rules of Order.

1. The Chair will guide the meeting through the agenda. Your item will likely fall under "New Business" or its own specific agenda point. Wait until the Chair invites you to present.

2. Make the Motion, When it is your turn to speak, you must formally introduce the resolution. This is called "making a motion."

Gain recognition from the chairperson (e.g., raise your hand, stand up).  Once recognized, state your motion clearly.
You say: "I move to adopt the resolution as distributed, concerning the creation of a Community Garden Committee."

Alternatively, if the text wasn't pre-distributed, you would say, "I move that..." and then read the entire resolution aloud.
 

3. Get a Second.  For the motion to be considered, another member must support it.

The Chair will ask, "Is there a second to the motion?"
Another member, without needing to be recognized, simply says, "I second the motion," or "Second."
A "second" doesn't necessarily mean the person agrees with the motion; it just means they believe it's worthy of discussion. If there is no second, the motion dies.
 

4. The Chair States the Motion.   Once seconded, the motion is now the property of the group.

The Chair will say, "It has been moved and seconded that... [repeats the motion or summarizes the resolution]. The matter is now open for debate."
 

5. Debate and Discussion.  The Chair will manage the discussion, allowing members to speak for or against the motion.

As the mover of the motion, you have the right to speak first. Use this time to explain your reasoning and present your research.   Listen respectfully to others' viewpoints. You may hear a good point that leads you to accept a friendly amendment.
 

6. The Vote.  After the debate has concluded (or a motion to "call the question" has been passed), the Chair will call for a vote. 

Phase 3: After the Meeting (Follow-Through) 

1. Ensure Accurate Minutes.  Check with the secretary to make sure the final, exact wording of the resolution and the outcome of the vote are recorded accurately in the official meeting minutes. This is the legal record of the decision.

2. Follow Up.  If the resolution passed and assigned tasks (like in the example), follow up with the relevant people (the Chair, the new committee members) to ensure the actions are being carried out.

Summary Simple vs. Formal Meetings
 Steps
Informal Meeting (e.g., small team)
Formal Meeting (e.g., Board HOA)
Preparation
>Briefly mention your idea to the team lead.
>Draft a formal resolution, research, and get it on the agenda.
Making a Motion
>"I think we should [do X]. What does everyone think?"
>"I move that..." (formal language).
Seconding
> General agreement to discuss is enough.
>Required. "I second the motion."
Debate
>A casual conversation or brainstorm.
>Formal debate managed by the Chair.
Voting
>Often done by consensus. "So, are we all agreed?"
>Formal vote (voice, show of hands, roll call).
Recording
>Shared document or an email summary.
>Confirm the details are recorded precisely in official minutes.