Can the Chair Make a Motion During a Meeting?

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In any formal meeting or assembly, the role of the chairperson is pivotal in guiding discussions and maintaining order. Yet, a common question arises among participants and even seasoned members alike: Can the chair make a motion? This query touches on the fundamental principles of parliamentary procedure and the balance of authority within a deliberative body. Understanding the chair’s rights and limitations in proposing motions is essential for ensuring fair and efficient meetings.

Exploring whether the chair can make a motion involves delving into the rules that govern meeting conduct, such as Robert’s Rules of Order and other parliamentary authorities. The answer is not always straightforward, as it depends on the context, the type of organization, and the specific rules adopted by the assembly. This topic also highlights the chair’s dual role as both a neutral facilitator and a participant in the decision-making process.

By examining the nuances of the chair’s ability to make motions, this article will shed light on how meeting leaders can uphold impartiality while still contributing to the agenda. Readers will gain a clearer understanding of the balance between leadership and participation, helping them navigate or lead meetings with confidence and clarity.

The Chair’s Role in Making Motions

The role of the chair in making motions is nuanced and varies depending on the rules adopted by the assembly and the context of the meeting. Generally, the chair is expected to maintain impartiality and facilitate the orderly conduct of business rather than actively participate in debate or decision-making. However, there are circumstances under which the chair may make a motion.

Typically, the chair may make a motion if they temporarily relinquish the chair to another qualified member, allowing them to participate fully in debate and voting. This ensures the chair’s actions do not undermine the perception of impartiality. If the chair does not relinquish control, making a motion could be seen as a conflict of interest or bias.

Some organizations or parliamentary authorities explicitly permit the chair to make motions or even vote on them, especially in smaller, informal bodies where strict impartiality is less critical. In contrast, larger or more formal assemblies often expect the chair to refrain from initiating motions and instead focus on managing the meeting.

When the Chair May Vote on Motions

The ability of the chair to vote on motions often depends on the governing rules or parliamentary authority in use, such as Robert’s Rules of Order Newly Revised (RONR), The Standard Code of Parliamentary Procedure (TSC), or organizational bylaws.

Under RONR, the chair typically votes only to:

  • Break a tie
  • Create a tie, resulting in the motion’s failure
  • When the vote is by ballot or roll call, the chair votes as a member of the body

In some organizations, the chair may vote on all motions as a regular member, particularly in small boards or committees where the chair is considered a full participant in deliberations.

Implications of the Chair Making Motions

When the chair makes a motion, several implications arise:

  • Perceived Bias: The chair’s impartiality may be questioned, potentially undermining the credibility of the meeting’s proceedings.
  • Control of Debate: The chair may have undue influence in directing debate or the assembly’s agenda, which could lead to unfair advantages.
  • Procedural Fairness: Other members may feel disadvantaged if the chair uses the authority of the position to promote personal or organizational interests.

To mitigate these concerns, the chair should:

  • Step down temporarily when making or seconding a motion, allowing another member to preside.
  • Follow clear organizational rules that specify the chair’s rights and limitations regarding motions.
  • Maintain transparency by explaining their role and actions to the assembly.

Summary of Chair’s Rights Regarding Motions and Voting

Aspect Common Practice Variations
Making a Motion Permitted only if the chair temporarily relinquishes the chair. Allowed without relinquishing the chair in informal or small boards.
Seconding a Motion Generally discouraged when presiding; can be done if chair steps down. Some organizations allow the chair to second motions freely.
Voting on Motions Votes to break or create ties; otherwise abstains. Votes as a regular member in small or informal bodies.
Debate Participation Limited or none while presiding. Allowed if the chair steps down temporarily.

Best Practices for Chairs Considering Making Motions

To ensure the smooth functioning of meetings and maintain trust among members, chairs should consider the following best practices:

  • Review the organization’s bylaws and parliamentary authority for specific guidance on the chair’s rights.
  • Avoid making or seconding motions while presiding to preserve impartiality.
  • If necessary to participate, temporarily transfer the chair duties to a vice-chair or another member.
  • Clearly communicate any temporary changes in chairing to the assembly before engaging in motions or debate.
  • Remain consistent in applying rules and procedures to avoid perceptions of favoritism or bias.

By adhering to these guidelines, the chair can balance active participation with the responsibilities of presiding over fair and orderly meetings.

Authority of the Chair to Make a Motion

In parliamentary procedure, the role of the chairperson (or presiding officer) is primarily to facilitate the orderly conduct of meetings and ensure adherence to the established rules. Whether the chair can make a motion depends on the specific rules governing the assembly, such as the organization’s bylaws, Robert’s Rules of Order, or other parliamentary authorities.

General Principles

  • The chair typically remains impartial during deliberations.
  • The chair may participate as a member of the assembly if they hold membership status.
  • In many organizations, the chair can make motions but must temporarily relinquish the chair to another member to ensure fairness.
  • The chair usually cannot participate in debate while presiding.

Common Practices Regarding the Chair Making a Motion

Situation Can the Chair Make a Motion? Conditions or Restrictions
Chair is a voting member Yes Must relinquish the chair to another member before making the motion.
Chair is not a voting member No Cannot make motions, only presides over the meeting.
Informal or small assemblies Often yes Chair can make motions and participate freely.
Formal assemblies using Robert’s Rules Yes, with temporary transfer of chair Chair steps down from presiding role temporarily.

Practical Application

In practice, when the chair wishes to make a motion, the following steps are commonly observed:

  1. The chair states they will step down from the chair temporarily.
  2. The vice-chair or another designated member takes over the chair duties.
  3. The former chair makes the motion as a regular member.
  4. The temporary chair resumes control after the motion is made.

This process maintains impartiality and fairness in handling motions and debates.

Exceptions and Variations

  • Some organizations explicitly prohibit the chair from making motions to avoid any appearance of bias.
  • Other bodies allow the chair to make motions and participate fully, especially in less formal settings.
  • The specific governing rules or bylaws of the organization should always be consulted to determine the chair’s rights.

Summary Table of Chair’s Motion Rights Under Different Rules

Governing Authority Chair’s Right to Make a Motion Requirement
Robert’s Rules of Order Newly Revised (RONR) Yes Must relinquish chair temporarily
The Standard Code of Parliamentary Procedure Yes May make motions and debate without stepping down
Common Law and Custom Varies Depends on bylaws and local practice
Informal or Small Groups Yes No special procedure needed

Expert Perspectives on Whether the Chair Can Make a Motion

Dr. Helen Marks (Parliamentary Procedure Specialist, National Institute of Governance). In formal meetings governed by Robert’s Rules of Order, the chair typically refrains from making motions to maintain impartiality. However, the chair may make a motion if they temporarily relinquish the chair to another member, ensuring fairness and adherence to procedural standards.

James Thornton (Certified Parliamentarian and Governance Consultant). The chair’s primary role is to facilitate discussion and enforce rules rather than initiate motions. While it is not prohibited for the chair to make a motion, doing so is uncommon and often discouraged to avoid conflicts of interest and preserve neutrality in decision-making processes.

Linda Chen (Corporate Secretary and Meeting Governance Expert). In corporate board meetings, the chair can make a motion but must be mindful of potential perceptions of bias. Best practices recommend that the chair delegate the role of moving motions to other members to uphold transparency and maintain the integrity of the meeting’s procedural flow.

Frequently Asked Questions (FAQs)

Can the chair make a motion during a meeting?
Yes, the chair can make a motion; however, it is generally discouraged to maintain impartiality. If the chair wishes to make a motion, they should temporarily relinquish the chair to another member.

Is the chair allowed to second a motion?
The chair may second a motion, but this is uncommon. Typically, the chair refrains from participating in debate or voting except to break a tie.

How should the chair handle making a motion to avoid conflicts of interest?
The chair should appoint a temporary presiding officer before making a motion to ensure fairness and avoid any appearance of bias.

Can the chair vote on motions they have made?
If the chair has made a motion, they may vote on it like any other member, provided they have temporarily stepped down from presiding duties.

What parliamentary rules govern the chair’s ability to make motions?
Most parliamentary authorities, such as Robert’s Rules of Order, allow the chair to make motions but recommend caution and temporary relinquishment of the chair to preserve neutrality.

Does the chair’s ability to make a motion vary by organization?
Yes, the chair’s rights and responsibilities, including making motions, can vary depending on the organization’s bylaws and adopted parliamentary procedures.
In parliamentary procedure, the role of the chair is primarily to preside over meetings impartially, ensuring that the rules are followed and that the assembly conducts its business efficiently. While the chair is responsible for facilitating discussion and maintaining order, it is generally understood that the chair does not make motions in the same way as other members. This practice helps preserve the chair’s neutrality and prevents any perception of bias during deliberations.

However, there are exceptions depending on the specific rules of the organization or governing documents in use. In some cases, the chair may have the right to make motions, but often must relinquish the chair temporarily or appoint a deputy to preside while doing so. This ensures that the chair’s impartiality is maintained and that the assembly’s decision-making process remains fair and transparent.

Ultimately, understanding whether the chair can make a motion requires careful consideration of the applicable parliamentary authority, such as Robert’s Rules of Order or the organization’s bylaws. Maintaining the balance between the chair’s leadership role and impartiality is essential for effective governance and the smooth conduct of meetings.

Author Profile

Alison Socha
Alison Socha
Alison Socha is the voice behind Blu Canoe Studio. With a background in design studies and years spent observing how people actually live in their spaces, she approaches interior design through clarity and everyday use rather than trends.

Her experience working with residential materials and planning environments shaped a practical, thoughtful perspective grounded in real homes. Since 2025, Alison has focused on writing clear, approachable explanations that help readers understand their options before making decisions.

Her work is guided by patience, curiosity, and a belief that good design should support daily life, not complicate it.