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?

1. Initiates the meeting: It marks the official start of the meeting, transitioning from informal discussions to formal business.
2. Establishes authority: The chairperson asserts their role in guiding the meeting and ensuring that it follows the agenda.
3. 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.
4. 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:

1. Prepare for the meeting:
   • Ensure that all necessary materials (agenda, reports, etc.) are ready. Verify that a quorum is present.
2. Stand and gain attention:
   • As the chairperson or presiding officer, stand up to gain the attention of the attendees.
3. Use a formal statement:
   • Clearly state, “I now call this meeting to order.” This signifies the official start of the meeting.
4. Verify Attendance:
   • Conduct a roll call or attendance check to ensure a quorum is present.
5. Review the Agenda:
   • After calling the meeting to order, you can briefly outline the agenda and the topics to be discussed.
6. 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.