How to Run a Council Meeting

The Ohio Developmental Disabilities Council conducts its meetings following Robert's Rules of Order. The following is a summary on how to run a meeting when you are an Ohio DD Council Member who is chairperson of a committee. 

You can also download an easy-to-read version of this information here: How to Run a Meeting (PDF file)

This document was created and designed by Ohio DD Council's Clear Language Subcommittee.


During a meeting, the Chairperson will:

  1. Call the meeting to order.
  2. Ask for introductions.
  3. Count members in attendance for a quorum.
  4. Ask to approve the minutes.
  5. Follow the agenda items (Speakers, Old business, New business, Announcements)
  6. Ask for motion to adjourn.

More to know about meetings

What is a quorum? A quorum is the number of members that must be present in order to do business. If you do not have a quorum, you cannot hold a meeting.

How do members make a motion? A motion is a formal decision about an item that is being discussed. The process is:

  1. Ask for a motion and a second. If no one makes a motion or a second, the item dies.
  2. Ask for discussion of the motion. Make changes to the motion if the person making the motion agrees to the changes.
  3. Read the complete motion.
  4. Ask for a vote on the motion.
    1. People in favor (yes)
    2. People against (no)
    3. People who abstain (no vote)

How do members vote? There are several ways they can vote.

  • Members may vote yes, no, or to abstain. Members who abstain do not with to vote.
  • Members may vote in one of these ways:
    • Voice or show of hands.
    • Roll call (Council staff reads names and members vote by voice).
    • Consensus (everyone agrees).
    • Ballot (vote by writing on piece of paper).
  • Count all the votes and announce if motion pass or failed.

Need more information?

If you are a DD Council Member who is the Chair or Vice-Chair of Committee, and you need more information on how to run a meeting, please contact the DD Council staff person who is over your committee.