When should a motion be documented in the minutes of the meeting?

A motion should be documented in the minutes of the meeting after it has been presented by the chair for voting because this ensures that there is a clear and official record of what was proposed to the group. At this stage, the motion is formally on the table, allowing for discussion and consideration among members. Documenting the motion at this point captures its intent and specifics, providing precise information on what was being voted on.

Recording the motion at this time also maintains transparency and accountability within the meeting process, enabling members to refer back to the minutes for clarity on decisions made during the session. This practice supports accurate record-keeping and ensures that everyone involved in the meeting is aware of the matters being voted on, along with any relevant context or discussion that occurred prior to the vote.