Before issuing a payment, you want to know the amount on the cheque.  Without such caution, you could be placing your finances at risk.  Yet the same caution is not always evident in meetings of councils and boards, where votes are sometimes taken on significant motions without knowing what those motions are.  Consider this example.

In an attempt to bring closure to an issue, the Chair says: “We need a motion.” Someone responds by saying: “I so move” and someone else says: “I second the motion.”  The Chair proceeds quickly: “I’ll call the question. In favor. Opposed. Carried.”   Speed is great, or is it?  No one knows the exact amount of `the cheque’  they just signed on behalf of the community, but they trust the professional staff to interpret their wishes.

At the next meeting, some members (including the one who said “I so move”) inspect the minutes with horror: The recorded motion is very different from what they thought.  But by then actions had been taken and commitments had been made based on the recorded motion.  Controversy erupts.  It’s the last time anyone will trust the staff.

The above example happens often enough to raise concerns about the integrity of a group’s decision-making processes.  Obviously, the desire for expediency can substantially erode the group’s ability to reach a clear and unchallengeable decision.  It can also generate risk and controversy and is bound to diminish trust within the organization.

What should be done to prevent a board from collectively signing a blank cheque on behalf of its community?  The Chair or any meeting participant can insist on clarity.

• When a motion is introduced, take the time to clarify its wording. The best practice is to have motions submitted in writing, preferably prior to the meeting.  
• If someone says “I so move” or tries to think a motion `on the fly,’ suggest he or she take time to write it down.  Or try this:  “Let me clarify.  You are making a motion that _______.  Is this correct?  Does the secretary have the wording of this motion for the minutes?”
• When inviting discussion on a motion, state it clearly, slowly and repeatedly: “Is there any further discussion on the motion to ____?”  Repeating the motion may slow things down a bit, but it will focus the debate.  The time taken for clarification will be well invested.
• When taking a vote on a motion, ensure that all members are aware that a vote is taken, project your voice and speak clearly: “There being no further debate, we will proceed to the vote. The motion reads as follows: _________.  Those in favor of this motion raise your hands (Pause).  Thank you.  Those opposed raise your hands (Pause).  Thank you.  The motion is adopted (or defeated).” 

If the Chair does not notice that a motion is not clear, other members can:

• Insist that motions be clarified before voting: “What are we voting on?  Can we please repeat the motion?”
• Insist on a measured process: “Can we please slow down a bit, especially when we vote?  We are making significant decisions on behalf of our citizens, and they need us to be measured and cautious.”

In closing: Just as you wouldn’t sign a blank cheque when your own money is at stake, refuse to do so when voting on a motion, where the community’s resources are at stake.  The community is entitled to the highest standards of decision-making. 

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