Does the specific wording of a motion need to be included in the minutes or just the intent of the motion? For example,
Intent: RM made a motion to decrease the dues;
Specific: RM made a motion to decrease monthly assessments by 10%.
A motion should be "worded in a concise, unambiguous, and complete form" appropriate to the purpose for which it is being offered. (Robert's Rules, 11th ed., p. 104.) If motions are vague, they are open to
different interpretations and disagreements. Directors will have
different memories of the intended size of the assessment change and the
effective date. It is also good to include some language explaining the
purpose of the motion, such as:
Due to a significant reduction in insurance premiums and an unexpected
drop in utility costs, the Treasurer forecast a large surplus in the
budget. So as to zero-out the surplus, the Treasurer made a motion to
decrease membership dues by 10% to take effect in the next billing cycle.
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