An often-asked question in minute taking workshops is how to record amendments to motions. Unless an organization has specific requirements in this area, I give the following answers:

• Under Robert’s Rules of Order, there is no need to record amendments that were disposed of (i.e.: adopted or defeated). Only the final wording of the main motion and the outcome on it are needed.
• Based on client feedback, the above guideline from Robert’s Rules of Order does not always appear to meet organizational needs. Therefore, I suggest that it be followed only in the event of non-controversial or housekeeping amendments. However, if an amendment is contentious and generates significant debate, there may be historical value in recording the wording of the amendment.
• To avoid confusion and uncertainty, your governing body (board or council) should adopt a standard for recording amendments. You may want to suggest a standard and get it formally adopted. This should end the arguments.
  

Take this example: A motion to purchase new furniture is moved and seconded. As the discussion progresses, several housekeeping and non-contentious amendments are proposed and approved informally. The minutes will show the following:

“A motion to purchase new furniture was moved and seconded. After discussion and housekeeping amendments, the following main motion was adopted:

“That the Board accept the furniture bid issued by Teknion furniture as outlined in proposal number ____, with the following modifications: ______, _____, _____, and that the CEO be instructed to advise Teknion of the Board’s decision and facilitate the purchase and installation of Teknion’s furniture system.”

In the above minutes no mention is made of the specific housekeeping amendments. Only the final wording of the motion is recorded.

On the other hand, suppose a motion to hold an awards banquet on April 15 2005 is made. A primary amendment (an amendment to the main motion) is proposed to add the words “with spouses included,” and a secondary amendment (an amendment to the amendment) is then made to insert the words “or significant others” between “spouses” and “included.” Both amendments prove to be controversial (debated along financial and philosophical issues). In this case there is potential merit and historical value in recording all the details, as follows:

“It was moved and seconded that an awards banquet be held on April 15, 2005.

It was moved and seconded to amend the motion by adding the words `with spouses included’

It was moved and seconded to amend the amendment by inserting the words “or significant others’ between `spouses’ and `included.’

The secondary amendment was defeated.

The primary amendment was adopted.

The main motion as amended was adopted, the final wording being as follows: “That an awards banquet be held on April 15, 2005, with spouses included.’”

Note that the main motion, primary amendment and secondary amendment are indented differently, for better readability.