What is a Call to Order?
A “call to order” is a formal announcement that signals the official start of a board meeting, typically made by the chair of the board of directors or presiding officer by stating “I now call this meeting to order.” This announcement often precedes a roll call or a discussion of the agenda, serving to officially commence the proceedings and set the tone for the meeting.
What is the purpose of a call to order?
- Initiates the meeting: It marks the official start of the meeting, transitioning from informal discussions to formal business.
- Establishes authority: The chairperson asserts their role in guiding the meeting and ensuring that it follows the agenda.
- Attendance and quorum: It often leads to a roll call or attendance check to confirm that a quorum is present, which is necessary for the meeting to proceed.
- Sets the tone: It establishes a formal atmosphere for the meeting, signaling that participants should focus on the agenda and discussions ahead.
How to call a meeting to order under Robert’s Rules?
To call a meeting to order using Robert’s Rules of Order, follow these steps:
- Prepare for the meeting:
- Ensure that all necessary materials (agenda, reports, etc.) are ready. Verify that a quorum is present.
- Stand and gain attention:
- As the chairperson or presiding officer, stand up to gain the attention of the attendees.
- Use a formal statement:
- Clearly state, “I now call this meeting to order.” This signifies the official start of the meeting.
- Verify Attendance:
- Conduct a roll call or attendance check to ensure a quorum is present.
- Review the Agenda:
- After calling the meeting to order, you can briefly outline the agenda and the topics to be discussed.
- Proceed with the Meeting:
- Move on to the first item on the agenda, typically the approval of previous meeting minutes or any initial reports.
Call to Order in Meeting Minutes
In the minutes of a meeting, the “Call to Order” section should state the following:
Call to Order:
The meeting was called to order by [Chairperson’s Name] at [Time] on [Date]. A quorum was present.
You can also note the meeting location and any preliminary remarks made after the call to order. This provides a clear record of the meeting’s commencement.