Business Meeting Guidelines

Photo of American Fisheries Society at a business meeting

Credit: American Fisheries Society

Business includes administration of unit paperwork, fundraising, making amendments, and conducting meetings.

Meeting Guidelines

  1. In conducting a meeting, the chair will set the tone and can help move along the business. Robert’s Rules are a time-honored means of assisting in this.
  2. On obvious actions the chair, while being sensitive to the group’s wishes, can rule to facilitate action:
    “Hearing no further discussion, we will vote on the question…”
    “If there are no further nominations, nominations are closed (and the slate elected if only one person nominated!)”
    “Minutes accepted”
    “In view of the time and the discussion already heard, let’s hear one more person for and against the motion and then vote…”
    “There being no new business, this meeting is adjourned.” & etc.
  3. Committee reports and financial reports or similar informational presentations do not require a vote of acceptance. If a committee report recommends some action, the presenter of the report should indicate this in the form of a motion (no second needed for a committee initiated motion).
    “The committee nominates the following candidates..”
    “The committee moves approval of the resolution…”
  4. The chair in handling a motion should insure that:
    1. It is made by recognized members
    2. The motion is seconded if needed
    3. The chair should state the motion before the vote is made
    4. Results of the vote are announced, “Motion is passed”


Regardless of unit type (i.e., Section, Chapter, or Student Subunit), you still must report to the Governing Board annually.  This is accomplished via memorandum and may follow the format and guidelines for Governing Board reports.