How do You Send Things to a Committee?

“A committee, as understood in parliamentary law, is a body of one ore more persons, elected or appointed by (or by the direction of) an assembly or society, to consider, investigate, or take action on certain matters or subjects, or to do all of these things.”

Robert’s Rules of Order Newly Revised (11th ed.), page. 489

Sometimes members present complicated or complex items of business to a meeting, and the group does not feel comfortable voting on it until it has been vetted or investigated. Other times a club or corporation is faced with a unique problem for the first time, and would like a representative group to consider the options and recommend a path forward.

Either of these situations is the perfect opportunity to use the Motion to Commit (or Refer). Under Robert’s Rules of Order Newly Revised, this motion is used by a parent body to send a matter to a committee. The committee then researches and recommends a course of action for a final vote by the parent body.

Characteristics of the Motion to Commit (or Refer)

Under Robert’s Rules, this motion can either be called a Motion to Commit or a Motion to Refer–it makes no difference. It can also be called a Motion to Recommit if you desire to send the matter to a committee a second time (or subsequently to a different committee). The Characteristics of this motion include (RONR, 11th ed., pages 169-171):

1. The Motion to Commit (or Refer) can be made while a main motion and/or an amendment is pending. However, it cannot be made while a motion to lay on the table or a motion to limit/close debate is pending.
   
2. The Motion to Commit (or Refer) cannot be made when someone else has the floor for debate.
   
3. The Motion to Commit (or Refer) must be seconded.
   
4. The Motion to Commit (or Refer) is debatable, but debate can only go to the merits of whether to send the item of business to a committee.
   
5. The Motion to Commit (or Refer) can be amended.
   
6. The Motion to Commit (or Refer) requires a majority vote to be adopted.

How to Make the Motion to Commit (or Refer)

After you receive recognition from the Chair, you move to refer the item of business to a committee. Your motion can either name a standing committee (a committee that already exists in your Bylaws) or a special committee that disbands after it gives its final report. The Motion to Commit (or Refer) can also include instructions for how the committee should handle the matter. Below are examples of how to word the motion:

• “Mr. President, I move to refer the matter to the Budget Committee.” (standing committee)
• “Mr. President, I move to refer the matter to a committee of 5 appointed by the President.” (the President appoints a special committee)
• “Mr. President, I move to refer the matter to a committee consisting of Mr. A, Ms. B, and Dr. C.” (the assembly appointing a special committee)
• “Mr. President, I move to refer the motion related to the Centennial Celebration to the Events Committee, with instructions to conduct a survey of the members prior to reporting back.”
• “Mr. President, I move to to commit the search for a new Headquarters Building to a special committee of 11 appointed by the Board of Directors, with instructions to report back before December 31.”

Conclusion

Don’t allow this situation to trip you up! If you have any questions, leave a comment below or contact us. LastMinuteMeetings.net also offers consulting services for corporations, associations, and bodies of all sizes.

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Donald Garrett, MPA, PRP is a Professional Registered Parliamentarian based in the Washington, DC Metropolitan area (Northern Virginia). He received both his Bachelor of Arts (Government) and Master of Public Administration from George Mason University.
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