CMC Meeting Management & Minutes 2 — Questions and Answers
Question 1: When a motion is made and seconded, what is the correct order of subsequent steps?
- Vote immediately, then discuss
- State the motion, debate, then vote (Correct answer)
- Table the motion, then vote
- Refer to committee, then vote
Correct answer: State the motion, debate, then vote
After a motion is seconded, the chair states it, opens debate, then calls for a vote.
Question 2: Which type of minutes records only formal actions taken, without capturing debate or discussion?
- Verbatim minutes
- Action minutes (Correct answer)
- Summary minutes
- Narrative minutes
Correct answer: Action minutes
Action minutes document only the motions, votes, and formal decisions made by the body.
Question 3: A council member who was absent from a meeting may do which of the following regarding the minutes?
- Abstain from approving them
- Refuse to sign them
- Vote to approve or correct them at the next meeting (Correct answer)
- Request verbatim transcripts instead
Correct answer: Vote to approve or correct them at the next meeting
Absent members may still vote on approval of minutes at the subsequent meeting as they are reviewing a record, not participating in past business.
Question 4: What is the purpose of a 'consent agenda' in a public meeting?
- To allow the public to consent to executive session
- To group routine items for approval in a single vote (Correct answer)
- To postpone non-urgent items to the next meeting
- To record dissenting votes on minor matters
Correct answer: To group routine items for approval in a single vote
A consent agenda bundles routine, non-controversial items so the governing body can approve them all at once, saving time.
Question 5: Under Robert's Rules of Order, what happens if the 'previous question' motion is adopted?
- The item is referred to a subcommittee
- Debate is immediately closed and a vote is taken (Correct answer)
- The meeting is adjourned
- The motion is tabled indefinitely
Correct answer: Debate is immediately closed and a vote is taken
Adopting the previous question ends debate and forces an immediate vote on the pending motion.
Question 6: Which statement about 'standing rules' for meetings is correct?
- They override the organization's bylaws
- They require a two-thirds vote to adopt but a majority to suspend
- They are permanent and cannot be suspended
- They regulate routine operational details and can be suspended by majority vote (Correct answer)
Correct answer: They regulate routine operational details and can be suspended by majority vote
Standing rules govern administrative details of meetings and, unlike bylaws, can typically be suspended by a majority vote.
Question 7: When must the municipal clerk distribute a meeting notice to comply with open meetings laws in most US states?
- At least 24 hours before the meeting (Correct answer)
- At least 72 hours before the meeting
- At least one week before the meeting
- Immediately after the previous meeting
Correct answer: At least 24 hours before the meeting
Most state open meetings laws require at least 24–72 hours advance notice, with 24 hours being a common minimum standard.
CMC Meeting Management & Minutes 2
When a motion is made and seconded, what is the correct order of subsequent steps?