Motion library

A library of motions boards actually pass.

The wording of a motion decides whether it passes, fails, or returns to the next meeting in a different form. This library gathers the motion shapes we see most often on AptVote, with notes on when each one works, how to word it, and what to leave out.

Why motion wording matters

A building board does not run on conversations; it runs on decisions. A motion is the form a decision takes before it can be voted on, and the wording is the difference between a binding action and a suggestion the board will argue about again in three months. A well-worded motion names the action, the responsible party, the deadline, and the funding source. A poorly worded motion leaves any of the four implicit, and the implicit ones come back to bite the board.

This library is written for board chairs, secretaries, and property managers who have to draft motions for a vote. The point is not to copy-paste. The point is to understand the shape, then write the motion in the language of your building.

Motion shape 1: capital expenditure

Capital expenditures are the most common and most contested vote a resident board takes. The motion must state the work, the price, the responsible manager, the funding source, and the authority to adjust the price within a named range. A motion that leaves the price range implicit invites a rematch when the final invoice comes in fifteen percent higher than the estimate.

TemplateMoved: that the board authorize roof-membrane replacement on the north elevation, per the attached bid from [vendor], for a total cost not to exceed $[amount], funded from the capital reserve. The property manager is authorized to approve change orders up to five percent of the contract value. Work to commence on or after [date] and to reach substantial completion by [date].

The motion names the vendor, the funding line, the change-order cap, and the completion window. It does not name the resident who raised the concern, the meeting at which the bid was reviewed, or the sentiment of the discussion. Those belong in the minutes, not the motion.

Motion shape 2: rules amendment

A building rules amendment — quiet hours, pet policy, rental restrictions, amenity access — is the motion most often challenged after the fact by residents who did not vote. The wording must include the exact text of the amended rule, the effective date, and whether existing arrangements are grandfathered.

TemplateMoved: that Section 4.2 of the House Rules be amended to read: “[full new text of the rule]” — replacing the existing text. The amendment takes effect [date]. Existing [pets / short-term rental agreements / bicycle storage arrangements] registered with management before that date are grandfathered for the remaining term of the current agreement.

Motion shape 3: delegation of authority

A board cannot vote on every procurement, and should not try. A delegation motion authorizes the property manager or a named committee to make specified decisions within specified limits for a specified period. This is the motion shape that keeps a building running between quarterly meetings.

The wording must bound the delegation. A delegation motion without a dollar cap, a time cap, or a category scope is an abdication, and most state laws will not enforce it cleanly. Bound it tight and renew it as needed.

Motion shape 4: special assessment

A special assessment is the motion that most concentrates resident attention, because every unit owner pays. The motion must state the total amount, the per-unit allocation method, the payment schedule, the purpose, and the default remedies. It should reference the reserve-study or engineer's report that justifies the work, not simply assert the need.

TemplateMoved: that a special assessment of $[total] be levied for the purpose of [specific project], allocated to units by [common-interest share / square footage / equal shares], payable in [number] installments of $[amount] each on the first of [month], [month], and [month]. Unpaid installments accrue interest at the rate specified in the building's bylaws. The special assessment is supported by the [report] dated [date], attached to these minutes.

Motion shape 5: election of officers

Officer elections are straightforward but often get tangled when a board combines them with term changes. Keep the two motions separate: the term-length motion (a bylaw change, different vote threshold) first, then the election motion under whatever terms currently apply. Trying to do both in one vote creates challenges to the election result.

Motion shape 6: accepting a report

“Moved: that the board accept the [engineer / treasurer / auditor] report dated [date]” is a shape that looks ceremonial but matters legally. Accepting a report establishes that the board has received and reviewed the document for the record. Not accepting it leaves the report in an ambiguous status, which can cause problems if the report is later referenced in a dispute.

What to leave out of every motion

Reasoning. The motion is the decision; the reasoning belongs in the minutes.
Names of residents who raised the concern. The motion is the board's action, not a credit line.
Expressions of gratitude. Save them for the chair's remarks.
Conditional clauses beyond what is actually conditional. “If the weather permits” is not a contract term; either name the specific deferral trigger or remove it.
Dollar amounts without a cap. “Approximately $50,000” is the sentence that returns to haunt a board. Pick a not-to-exceed number and commit.

Motions that fail, and why

The most common reason a motion fails in the AptVote record is not opposition but quorum. A building without a clean unit roster cannot prove quorum, and a motion that passes without provable quorum is not actually passed. The second most common reason is ambiguous wording that makes the minute-taker unable to record a clear outcome. The third is a motion that tries to do two things at once — a rules change and an assessment, a delegation and a procurement — where some voters support one and oppose the other.

Simple motions pass. Compound motions stall. If a matter genuinely needs two decisions, bring two motions.