A motion to adjourn is a formal proposal made during a meeting to conclude the current session. It is a standard procedure used in various types of meetings, including board meetings, legislative assemblies and committee gatherings.
It is generally a privileged motion and can be made at any time when the meeting is in order. However, when the motion to adjourn does not interrupt other business, it becomes a main motion.
Reasons for a motion to adjourn
Ending the meeting
The most common reason to move for adjournment is to conclude an ongoing meeting session. This may occur after all items on the meeting agenda have been discussed or when the scheduled time for the meeting has been reached.
Postponing further discussion
A motion to adjourn can also serve as a way to postpone further discussion on remaining agenda items. This might happen if members feel that the topics need more time for consideration or if they require additional insights before making a decision.
Maintaining order
In some cases, a motion to adjourn can be used to maintain order between meeting attendees. If discussions become chaotic or unproductive, adjourning the meeting until a later date can provide a necessary pause for participants to regroup and refocus.
When to use the motion to adjourn
End of the meeting: When the meeting has reached its end, and all agenda items have been addressed, a member may move to adjourn to formally conclude the session.
Emergency or disruption: If an unexpected event occurs that disrupts the session and may affect the quality of subsequent discussions, a motion to adjourn allows time to manage the situation and reconvene when the environment is conducive to productive dialogue.
Lack of quorum: If a quorum cannot be established, a member may move to adjourn the session till a sufficient number of members are present to conduct business and legitimise the meeting’s actions and decisions.
Raising the motion: A member must clearly state, “I move to adjourn the session” to propose a formal close to the meeting.
Seconding: Another member must second the motion for it to move forward by saying, “I second.”
Voting: Once the motion has been seconded, the presiding officer or chair will call for a vote. Members will then vote either in favour or against the motion.
Result: If the majority votes in favour, the chair announces that the meeting is adjourned and concludes the session. If there is any unfinished business, it carries over to the next scheduled meeting. However, if the motion fails, the meeting continues. It cannot be reconsidered but may be renewed later in the session if there is new business or circumstances have changed.
Instances when a motion to adjourn is not necessary
In the following cases, a motion to adjourn may not be needed:
When the meeting has reached its natural end, the chair may simply ask, “Is there any other business?” If there is none, the chair declares that the meeting is adjourned.
When there is an emergency, such as a fire or a natural disaster, the meeting may come to an abrupt halt to ensure everyone’s safety.
When the members previously agreed to adjourn at a specific time and that time arrives, no formal motion to adjourn is needed.
Conditions for a motion to adjourn
A motion to adjourn can only be made when the meeting is in order. It should not interrupt a member who has the floor unless there is a significant reason, such as a lack of quorum, a disruption that requires immediate attention or when the meeting exceeds its scheduled time and the members must attend to other commitments.
Although a motion to adjourn is not debatable or amendable, discussions regarding the date and time of reconvening can be debated and amended. For example, when a member states, “I move to adjourn until next Monday at 4pm” and another member seconds it, the time and date can be discussed before moving to a vote. It is essential to document the adjournment decisions in the meeting minutes for clarity and future reference.
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