A Board member stumbles as he attempts to articulate a motion, and the result is a poorly worded and flawed motion. Another member promptly seconds the motion and the Board debates and adopts it, despite the fact that the motion is confusing and ambiguous. Everyone is expecting the CEO or the minute taker to clean up the working later.
Potential Demange
Risk levels rise as the Board makes vaguely worked decisions that commit organizational resources and the future of the community. Working in the manner can be seen as amateurish and irresponsible and would likely not command the trust and respect of the community. This practice is equivalent to signing a contract with the key words left blank.
Expecting the CEO or the minute taker to interpret the wishes of the Board is unfair and unreasonable to both the staff and the community. At a subsequent meeting, Board members may get angry with the CEO or staff if they interpreted their wishes incorrectly – even though those wishes are not articulated clearly in the first place.
Intervention
Regardless of whether you are the Chair or a Board member, insist that motions be concise, unambiguous, and complete and that they be written down before any vote on them is taken. The preferred practice is to have motions prewritten and included in staff or committee reports to ensure that they are the product of careful consideration. This will also provide all Board members with the opportunity to review and consider such motions before the meeting.
If no Board member raises concerns about a poorly worded impromptu motion, the CEO or the minute taker should not hesitate to intervene: ” Can you please put the motion in writing?” or ” Can I read the motion and confirm that I captured it correctly?”
