April 3, 2026, from: Debi Mansour, Secretary to the Library Director

Hello, Library Trustees,

In my recent training, I told you that you don’t need to approve your agenda, and many of you were shocked—the disbelief was downright palpable. So let’s look at what Robert’s Rules of Order Newly Revised (RONR), 12th edition actually says.

WHAT RONR SAYS

1. Order of business comes from your bylaws

“41:1 An order of business is any established sequence in which it may be prescribed that business shall be taken up at a session of a given assembly. In the case of ordinary societies that hold frequent regular meetings, an order of business that specifies such a sequence only in terms of certain general types or classes of business and gives only the order in which they are to be taken up is normally prescribed for all regular meetings by the rules of the organization.

Key Point: Your bylaws usually define the order of business (minutes, reports, new business, etc.), and that order is what governs your meetings.

2. Adopting an agenda is not standard for regular meetings

“41:60 Organizations and Meetings in Which Adoption of an Agenda is Customary. It is customary to adopt an agenda or program for each session in organizations that do not hold frequent regular meetings, and at conventions and other sessions that may last for several days (see 59). This is also frequently done when, for any reason, neither the standard order of business nor a special order of business established by rule of the organization is practical or applicable.” 

Key Point: Adopting an agenda is typically done for infrequent or special meetings, not for boards that meet regularly.

3. Agendas are often informational only

“41:62 Agenda Provided in Advance. In some organizations, it is customary to send each member, in advance of a meeting, an order of business or agenda, with some indication of the matters to be considered under each heading. Such an agenda is often provided for information only, with no intention or practice of submitting it for adoption. Unless a pre-circulated agenda is formally adopted at the session to which it applies, it is not binding as to detail or order of consideration, other than as it lists preexisting orders of the day or conforms to the standard order of business or an order of business prescribed by the rules of the organization.” 

Key Point: It is common to send an agenda in advance without adopting it. It serves as a guide, not a binding document.

So what does this mean?

Taken together, these sections tell us:

• If you hold regular meetings, follow the order of business in your bylaws
• If your bylaws don’t include one, use the standard order in RONR
• Sending an agenda in advance is good practice
• Formally adopting that agenda is usually unnecessary

In other words, the agenda document is a helpful roadmap, not something that needs a vote.

COMMON QUESTIONS

Q. How does a library board know what order of business to use?

A. Check your bylaws. Most include one and often allow flexibility to add items.

If not, use RONR (12th ed.) 41:5.

Q. Our bylaws say “agenda adoption” is the first item. Now what?

A. Then you must approve the agenda, because bylaws take precedence over RONR.

Just be aware: once adopted, you cannot deviate from the agenda without a vote to suspend the rules. If that feels unnecessarily restrictive, it may be worth amending your bylaws.

Q. The Handbook for Library Trustees includes “Adoption of Agenda” in the sample agenda on p. 48. Why?

A. Great question. I asked co-author Rebekkah Smith Aldrich the same thing. Here’s part of her response:

“…while not the letter of the law when it comes to RRO, each of these items are specifically listed to either help a board who does not have an expert such as yourself present (which is most library boards in NYS!) and to facilitate a library board meeting in an open meeting setting. Having the public present requires a few tweaks, in our opinion, to help folks follow along. For example:

• Call to order reminds those not that familiar with RRO that they should note the time the meeting is called to order and helps both the board president and secretary get folks focused on time. 
• Roll call – this allows members of the public to match faces with names from the audience seating arrangement. It is also the reminder for the lay secretary who needs to get attendance down before they forget! 
• Adoption of agenda is a reminder to the board president that this is a draft agenda, and best practice would have them check in with folks in case they have forgotten something critical.” 

In short, these items are included as practical guidance, especially for boards operating in public settings.

I agree that it’s good practice to pause and ask if anything is missing from the agenda. I just don’t think a formal vote is the best way to do that.

ONE LAST NOTE

“Call to order” and “roll call” don’t need to appear on the agenda document. Just be sure the time and attendance are recorded in the minutes. Using a script for the chair and a template for the minutes will help you to remember these important pieces. 

I hope this helps—and happy meetings!

Debi

April 17, 2026, from: Debi Mansour, Secretary to the Library Director

Hello, Library Trustees,

As a trustee, you play an essential role in governing your library—thank you for stepping up. A big part of board service is voting on motions, so it’s worth taking a moment to look at what a motion is and how to make yours clear and effective.

What is a motion?
In Robert’s Rules of Order Newly Revised (12th ed., 3:21), a motion is defined as “a formal proposal by a member, in a meeting, that the assembly take certain action.”

Put simply, a motion is how business comes before the board to be acted on. It’s the formal way of saying, “I think we should do this,” so the group can discuss and decide. Most of your work will involve main motions (introducing business) and subsidiary motions (modifying or managing a main motion).

What makes a good main motion?
A well-written motion includes everything needed to clearly understand the action being taken. As a rule of thumb, include:

• Who is responsible
• What will happen
• When (if relevant)
• How much (if money is involved)

The motion itself should focus on the action. Background and justification can go in your meeting materials, and if applicable can be part of board discussion.

Common motion templates

Annual Reports

I move that the Board authorize the Library Director to submit the 20XX Annual Report as presented to New York State.

Contracts & Agreements

Board President signs:

I move that the Board authorize the Board President to enter into an agreement with [Vendor/Organization] for [purpose], for an amount not to exceed $[X] and a term of [start date]–[end date].

Director signs:

I move that the Board authorize the Library Director to enter into an agreement with [Vendor/Organization] for [purpose], for an amount not to exceed $[X] and a term of [start date]–[end date].

Expenditures & Purchases

I move that the Board authorize the Library Director to purchase [goods/services] from [Vendor] in an amount not to exceed $[X].

Budget Transfers

I move that the Board authorize the Library Director to transfer $[X] from [source fund/line] to [destination fund/line] for [purpose].

Grant Acceptance

I move that the Board authorize the Library Director to accept a grant from [Funder] in the amount of $[X] for [purpose].

Policy Adoption/Revision

I move that the Board adopt the [Policy Name] as presented. 

I move that the Board adopt the revised [Policy Name] as presented.

(Optional: add the effective date if in the future.)

Service Changes e.g. a change in hours, a special closed date, etc.

I move that the Board authorize the Library Director to implement [program/service change] at [location], effective [date].

I move that the Board authorize the Library Director to close the [location] for [purpose] on [date].

(Optional add-on for financial motions: “using funds from [budget line/fund name].”)

A few style tips

• Use “authorize” for most actions when someone other than the board is carrying out the action
• Include “not to exceed $X” or a specific amount when money is involved
• Be specific about vendors, funds, and locations
• Include term start and end dates when applicable
• Keep explanations out of the motion itself
• Use “as presented” for items included in your board packet

Clear motions lead to clearer decisions—and cleaner minutes. If you ever have a motion you’d like help refining, feel free to reach out.

Debi