How to Write a Motion for a City Council Meeting (Step-by-Step Guide)

  • By: Tara Astbury
  • March 7, 2023
woman sitting at a laptop at a meeting table, writing a document

At some point in our lives, most of us will attend a city council meeting. These are meetings where the public and city leadership assembles to discuss and vote on different motions that affect the city. These motions create the basis upon which city policies are passed, changed, or abolished. But how do you write a motion for a city council meeting?

It can sometimes be difficult to write a compelling motion to bring much-needed change. The most effective city council meeting motions are brief, distinctive, and detailed. The truth is writing a city council meeting motion is easy, provided you know what to include. 

This article highlights a repeatable and proven process to write a motion for your upcoming city council meeting. We’ll also help you understand the different types of motions and their purposes. Let’s dive in.

What Is a Motion?

Simply put, the motions made at city council meetings greatly impact how a community runs. They can mean the difference between supporting policies to encourage the city’s sustainable growth and abolishing policies that put residents at risk. As such, it’s vital for motions to clearly convey their intention to all applicable parties. City county meeting motions can be submitted by city council members, city staff, or even the general public, and they can cover many different topics.

How to Write a Motion

It’s not hard to write a motion for a city council meeting, but it does require some planning. You may have previously attended a city council meeting where a motion was amended so many times that the final text barely resembled the original. Writing a concise motion can save time normally spent debating and amending the motion. Here are some guidelines to consider the next time you draft a motion:

Draft a Simple Outline

You should first outline the motion you intend to file before writing the final copy. A thorough outline can help you focus your messaging and ensure your motion appeals to the community.

When drafting the outline, make sure to specify the desired actions you want the city to take in favor of your motion. 

Understand the Different Types of Motions

It helps to consider the type of motion you intend to make before the city council, especially if you’re unfamiliar with writing them. There are four primary types of motions, including:

  • Main Motion: This motion brings business to the council meeting and can only be made when no other motions are pending. Main motions give way to the privileged, subsidiary, and incidental motions.
  • Subsidiary Motion: These motions pertain to a main motion before the city council, rather than being queries brought before the council on their own. They may be raised following the main motion and must be resolved before the main motion they pertain to is put to the vote. Subsidiary motions give way to privileged and incidental motions. They are highly versatile, and you can present multiple subsidiary motions at once.
  • Privileged Motion: This motion has precedence over all others and is non-debatable. It gives city council members a chance to address pressing issues typically unrelated to the subject being considered at the time. 
  • Incidental Motion: These motions address procedural issues resulting from another motion or business item currently on the agenda. Incidental motions must be evaluated before the motion being challenged. In addition, they are not subject to debate, except for the move to appeal the chair’s decision.

Address Potential Objections

You must appear trustworthy. Accurately articulating and representing your facts can help you establish and retain credibility. Otherwise, you’ll risk your motion hitting a brick wall and failing altogether.

Keep in mind that the city council will also read and consider any opposing motions, and they will compare your presentation and justifications to those of the opposition. Therefore, before submitting a motion, always ensure it strengthens your credibility.

Coordinate With the Board Chair

Before submitting your motion, it’s a good idea to consult with the chair of the city council board. Let them know the primary points you wish to make. Mention the essential components of your motion, like its justification, any relevant legal considerations, and if the municipal council is up against a deadline.

By doing this, you not only ensure that you understand the specifics of your proposal, but also get a preview of any questions the council may face. This way, you’ll better mentally prepare yourself and get a chance to research more on the facts to help boost your motion and convey your point.

eScribe Powers Effective City Councils

Local governments have increasingly adopted meeting management software to streamline council and committee meetings and improve accessibility and transparency for their constituents. In many circumstances, technology enhances the public meeting’s fundamental role as a forum for promoting meaningful interaction between the public and the government.

Additionally, meeting management software, such as eScribe, offers improved flexibility, responsive customer service, and remote meeting functionality. With eScribe, you can ensure all city council members participate in discussions, respond to problems promptly, enhance contacts with staff and constituents, and more. 

Dive deeper: Learn how meeting management technology supports virtual and hybrid meetings. Check out Tips & Tricks for a Successful Remote Meeting.

FAQ

What are the Types of Motions in a Meeting?

The four primary types of motions include main motion, subsidiary motion, privileged motion, and incidental motion.