What is an Amendment?
In corporate meetings, an amendment is a motion to make a formal change or addition proposed to an existing policy, procedure, or decision. Typically, a motion to amend grants members the authority to update or correct the existing records or agreements.
Amendments are crucial for organizations as they allow adapting to changing circumstances. Specifically, these allow organizations to adapt to trends, market conditions, or regulatory changes, ensuring decisions made are effective and relevant. Additionally, amendments are used to refine proposals, incorporate additional insights, and correct mistakes before making final decisions.
Types of Amendments
According to Robert’s Rules of Order, members can make a motion for:
- Amendments to Agenda — The meeting agenda serves as the outline or roadmap of a board meeting. But sometimes, adjustments are necessary. Amendments to the agenda allow for exclusion or inclusion of topics, typically depending on the urgency of the issue.
- Amendments to Minutes — As the official record of what happened in the meeting, the meeting minutes are no stranger to errors too. Amendments to these documents involve correcting mistakes to reflect the meeting’s discussions and decisions accurately.
- Amendments to Bylaws — Over time, changes in the organizational environment may necessitate amendments to the bylaws or internal rules of the organization. This includes modifications in governance structures or procedures.
What is an amendment example?
Here are some instances where amendments are made in board meetings.
- In a board meeting, imagine a sudden market shift necessitates an urgent discussion. An amendment to the agenda would allow for the inclusion of this new topic to discuss response to the issue.
- Suppose the meeting minutes recorded a decision with an inaccurate number of votes. A member can motion for an amendment to correct this error and update the official minutes.
- A new committee is established to help resolve a major issue. The bylaws would be amended to reflect the changes in the governance structure, including the new committee’s roles and responsibilities.
How to propose an amendment?
The amendment process can be segmented into phases.
- Proposal of Amendments — The process of making a motion to amend begins with a proposal. The proposal can be made by any member of the organization — raising their hand and stating “I move to amend the motion…” Another member seconds and the chair opens the floor to debate.
- Discussion and Debate — Once a proposal is on the table, the members can discuss and evaluate the amendment.
- Approval Requirements — For an amendment to be adopted, it typically requires approval through a voting process. The specifics of this process can vary depending on the organization’s rules, but it generally involves a majority vote.
Frequently Asked Questions
What happens if an amendment is not approved?
If an amendment is not approved, the original policy or decision remains in effect. The board may need to address the pressing issue through alternative means.
Who is responsible for implementing approved amendments?
The responsibility typically falls to the relevant departments, committees, or individuals affected by the changes. Updates to the documents and records should be done upon approval.