An agenda is a formal list of proposed actions for a meeting, while a resolution is a formal decision or statement agreed upon by the group.
Understanding the flow of a meeting, particularly one governed by rules of order, involves several key components: the agenda, motions, and resolutions. While the provided reference specifically defines agenda and motion, we can clarify the role of a resolution based on common meeting practices.
Understanding the Agenda
The term "Agenda" originates from Latin, meaning "Things to do". As defined in the reference, it is "a formal list of the proposed actions at the meeting, which must be followed by the Chairman."
- Purpose: The agenda sets the structure and flow for the meeting. It outlines the specific topics, items, or actions that the group intends to discuss and potentially act upon.
- Role of the Chairman: In meetings run under formal rules, the Chairman is responsible for ensuring the meeting adheres to the published agenda. This helps maintain order and efficiency.
- Typical Agenda Items: An agenda usually includes items like opening remarks, approval of previous minutes, reports from committees or officers, old business (items carried over from previous meetings), new business (new topics for discussion and decision), and adjournment.
An effective agenda is crucial for a productive meeting. It informs participants what to expect and allows them to prepare beforehand.
Exploring Resolutions
While not defined in the provided reference, a resolution in the context of a meeting is typically a formal statement of opinion, intent, or decision agreed upon by the participants. It is the outcome of a process, often initiated by a motion.
- Connection to Motions: The reference states, "A Motion is a proposal for some action put forward by a member of the meeting." A motion is the proposal. If a motion is discussed, debated, and then formally approved (usually through a vote), the resulting decision or formal statement is often referred to as a resolution.
- Nature of Resolutions: Resolutions are formal and often written down. They represent the collective will or position of the group on a specific issue. They can be used to:
- Make official decisions
- Adopt policies
- Express thanks or condolences
- State a position on an external matter
Think of it this way: A Motion proposes what to do. If that proposal is accepted, the formal decision or declaration is the Resolution. The Agenda lists the topics or actions that might lead to motions and subsequent resolutions.
Agenda, Motion, and Resolution: A Flow
These three elements work together in a structured meeting:
- Agenda: Sets the list of items to be addressed.
- Motion: A member proposes a specific action or decision related to an agenda item.
- Discussion: The motion is discussed and potentially amended.
- Vote: The group votes on the motion.
- Resolution: If the motion passes, a formal resolution documenting the decision is often recorded.
| Term | Definition (Based on Reference & Common Practice) | Role in Meeting Process |
|---|---|---|
| Agenda | Formal list of proposed actions or "Things to do" for the meeting, followed by Chairman | Provides structure; lists topics for discussion and action |
| Motion | A proposal for some action put forward by a member | Initiates discussion and potential decision on a specific item |
| Resolution | A formal decision or statement agreed upon by the group (often resulting from a passed motion) | Records the outcome of a decision or the formal position of the group |
In summary, the agenda provides the roadmap, motions are the proposals for action along that road, and resolutions are the formal destinations or decisions reached.
