Many associations follow Roberts Rules of Order for meetings. While it’s a more formal way of conducting meetings, it helps keep everything structured and organized. It provides a clear process for making motions, debating issues, voting, and making decisions.
What are Roberts Rules of Order?
Robert’s Rules of Order is a set of parliamentary procedures that help keep meetings orderly and consistent. The rules cover topics such as making motions, discussing proposals, voting, and maintaining meeting decorum.
The most widely known version is Robert’s Rules of Order Newly Revised.
Should HOAs Use Roberts Rules of Order for Meetings?
Associations are not automatically required to use Roberts Rules of Order for meetings unless their governing documents say otherwise. That said, it can certainly help keep meetings flowing smoothly.
Meetings can quickly descend into chaos when there’s no clear procedural order. A lot of people want to speak at the same time, multiple proposals or discussions are on the table, and board members may disagree on how to make a decision. With parliamentary procedure, the HOA can follow a consistent framework.
Basic Roberts Rules for Meetings
Specific procedures can vary depending on the association’s governing documents and meeting rules, but some concepts are more common than others.
Call the Meeting to Order
To officially begin the meeting, the chair or presiding officer calls it to order. The meeting then proceeds according to the established agenda.
Agenda items can include a variety of topics, such as approval of the previous meeting minutes, financial reports, old business, new business, and committee reports. In general, according to Roberts Order of Rules, meeting agendas must be strictly followed. If an item isn’t on the agenda, the board can’t discuss or vote on it.
Approve the Previous Meeting Minutes
According to Robert’s Rules of Order for minutes, every meeting must include a time to approve the previous meeting minutes.
When reviewing the past minutes, the board must check if they accurately reflect what happened. This is not an excuse to reopen items that have already been settled and are not on the current meeting’s agenda.
If there are any errors, the board can correct them before approving the minutes.
Present Reports
Most meetings dedicate time to report presentations. These reports can come from board members or officers, committees, management companies, or other parties. Typically, reports don’t require a vote, as they mainly serve as a way to keep everyone informed.
Introduce New Business
New business gives board members an opportunity to bring up issues, discuss them, or take action. If a board member wants to take a specific action, they generally must make a motion. A second is usually necessary for the motion to proceed with discussion and a subsequent vote.
How Do Motions Work? A Roberts Rules of Order Cheat Sheet
A motion is a formal proposal that asks a group of people, typically the HOA board or homeowners, to take a specific action.
Motions can come in various forms, but basic motions generally follow a standard process:
- A board member obtains recognition from the chair.
- The board member makes a motion.
- Another board member seconds the motion (if required).
- The chair states the motion to the group.
- Board members discuss the motion.
- The chair puts the motion to a vote.
- The chair announces the result.
Seconding a Motion
Seconding a motion shows a willingness to explore the topic. It indicates that at least one other director wants the board to consider the motion. That said, just because someone seconds the motion doesn’t necessarily mean they support it.
Keep in mind that not all motions will require a second. Roberts Rules of Order for meetings outlines the exceptions for certain situations or motions.
Discussing a Motion
After a motion is seconded, the chair repeats it for clarity and then opens the floor for discussion. If someone wishes to speak, they must ask for recognition from the chair. The chair essentially acts as the moderator.
Of course, participants must keep the discussion on track. It must not stray from the topic or motion. There is also no room for personal attacks or interruptions, as these can disrupt the flow of the meeting.
Amending a Motion
Sometimes, a board member may propose an amendment to the motion’s wording or content. For example, if a board member proposes to change the budget for landscaping from $10,000 to $7,000, they must amend the motion.
What are the Common Motions Used in Meeting Rules of Order?
Robert’s Rules includes many types of motions, but the most common are the main motion, the motion to amend, the motion to refer, the motion to recess, and the motion to adjourn. Let’s discuss these below.
1. Main Motion
A main motion introduces a proposal for the HOA board to consider. For example, someone may say, “I move that the association approve the proposed landscaping contract.”
2. Motion to Amend
A motion to amend changes a motion that is already under consideration. Depending on the motion, an amendment might add words, remove words, or change specific language.
3. Motion to Refer
A motion to refer assigns the proposal to another party, such as a committee, HOA manager, or other professional. They will then conduct additional research on the matter. For example, the board could refer a proposed policy to its attorney for review before taking a final vote.
4. Motion to Recess
A motion to recess temporarily pauses the meeting. The group can then resume the meeting after the recess.
5. Motion to Adjourn
A motion to adjourn ends the meeting. Standard procedure requires a second. Upon approval, the chair announces that the meeting is over.
How Can HOAs Vote Under Robert’s Rules?
There are several ways to vote under Robert’s Rules of Order for meetings, including a voice vote, a rising vote, a show of hands, ballots, a roll-call vote, and unanimous consent (in some circumstances).
The vote typically takes place after the discussion. Once the debate ends, the chair must put the motion to a vote. While there are several possible voting methods, boards must use the method approved in their governing documents.
After the vote, the chair announces the outcome (pass or fail). As with voting methods, voting thresholds are also decided by the governing documents. For instance, the CC&Rs may require a majority vote to pass an increase in dues.
Robert’s Rules of Order for Small Boards
Small associations may need a less formal way of conducting meetings. If the board or membership has only a few members, following parliamentary procedure can feel tedious or overly rigid.
Most of the time, smaller boards adjust Robert Rules of Order for meetings. For example, instead of waiting for the chair to recognize them, a director may be able to speak immediately, provided they are not interrupting someone who has the floor.
Small communities can still use the basic principles of Robert’s Rules. The chair can still maintain control of the meeting, proposed actions can still require motions, and taking action can still require a vote after a discussion.
Better Than Nothing
Adhering to Robert’s Rules of Order for meetings can be difficult for association boards that have little to no experience. While informal meetings can still work, it helps to have a basic framework to keep things in order. An HOA management company can assist with the implementation of parliamentary procedure, however basic.
Graham Management offers exceptional HOA management services to Houston communities. Call us today at (713) 334-8000, request a proposal, or contact us online to learn more!
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