Roberts Rules of Order is a valuable tool for associations. These rules enable communities to conduct more efficient meetings by following a clear structure and agenda. Understanding Robert’s Rules isn’t always easy, especially for those with little to no experience on the subject.
What are Roberts Rules of Order?
Robert’s Rules of Order is an organizational guidebook designed to run meetings in a fair and efficient manner. Dating back to the 1870s, it serves as the modern-day standard for homeowners associations and condominiums alike.
With Robert’s Rules, associations can use a consistent structure for meetings. They help prevent discussions from spiraling out of control.
In an HOA setting, Robert’s Rules provide a guide on how to make motions, cast votes, and facilitate discussions. These rules preserve both majority and minority voices. With rules in place, associations can also resolve conflicts more respectfully and professionally.
Associations can also encourage engagement this way. Robert’s Rules does not seek to silence participants; instead, these rules allow everyone to speak and make a meaningful contribution.
When it comes down to it, Robert’s Rules of Order promote orderly meetings, transparency, efficiency, and fairness. Everyone stands to benefit from implementing these rules.
Roberts Rules of Order Cheat Sheet: Key Concepts
Robert’s Rules of Order are based on a set of foundational principles that guide the conduct of meetings. These principles apply to HOA meetings and help ensure productivity.
- Role of the Chair. The chair leads the meeting, calls on speakers, and ensures the discussion remains respectful and organized.
- Majority Rules. Decisions reflect the will of the majority. Voting enables the group to act efficiently while maintaining fairness at all times.
- Protecting Minority Rights. Even if the majority prevails, minority voices are always allowed to share ideas, raise concerns, and be heard.
- Right to Speak. Every member has the same opportunity to speak. No one holds more weight or influence in a discussion by default.
- Focus on One Topic. Only one motion or subject is addressed at a time. This helps prevent confusion and keeps the conversation on track.
Robert’s Rules of Order Simplified: Motions
Motions are central to meetings governed by Robert’s Rules. They’re the formal way members propose actions for the group to consider. Below are some of the most commonly used motions.
1. Main Motion
This is how a proposal is introduced. A member says, “I move that we…” followed by their suggestion. Another member must second the motion to show support. After the second, the motion is open for discussion, and then people take a vote on it.
2. Seconding a Motion
A second confirms that another member supports discussing the idea. Without a second, the motion does not move forward.
3. Amendment
Members can suggest changes to a motion, such as revising the wording or adding details. Amendments also require a second. A debate can then commence, followed by a vote on the main motion.
4. Debate and Voting
Members may speak in favor of or against a motion. The chair ensures that discussions stay organized and avoid repetition. Once the debate ends, the group votes.
5. Point of Order
If someone thinks the meeting is not following the rules, they may raise a point of order. The chair should respond by clarifying or correcting the procedure.
6. Motion to Table
This motion pauses discussion on a topic, usually to allow time for further information. The group may bring the topic back later.
7. Motion to Adjourn
A motion to adjourn formally ends the meeting once business is complete. This motion typically doesn’t require a debate.
Roberts Rules of Order for Meetings
The standard agenda helps organize all aspects of the meeting. It keeps the group focused, sets expectations for attendees, and supports accurate minutes.
The meeting rules of order should generally follow the steps below:
1. Call to Order
The chair opens the meeting and confirms that a quorum is present. A quorum refers to the minimum number of members required to be in attendance to make official decisions.
2. Roll Call (If Applicable)
In more formal boards, the secretary or chair may take attendance. This ensures the minutes reflect who was present.
3. Approval of Minutes
The board reviews the previous meeting’s minutes, makes corrections (if necessary), and formally approves them.
4. Reports
Officers, committees, or managers present updates. These reports provide the board with insight into current projects, finances, and operational matters.
5. Unfinished Business
The board revisits topics left unresolved in previous meetings. This step ensures nothing important gets overlooked.
6. New Business
Members raise new issues or proposals. The board discusses and addresses each item through motions and votes.
7. Adjournment
Once all agenda items have been completed, the chair calls for a motion to adjourn the meeting.
Robert’s Rules of Order for Small Boards
Robert’s Rules can be quite challenging to grasp due to their complexity. For small associations, a few adjustments can be made to simplify things. Typically, small boards can use more relaxed rules.
- Standing to Speak. Instead of standing, members can simply raise a hand to be recognized and then remain seated while speaking.
- No Seconds. To streamline meetings, small associations need not require a second for every motion to be considered.
- Informal Discussion. Members can have a general discussion on topics even when there is no pending motion. This is provided that the meeting sticks to the agenda.
- Chair Participation. The chair can participate in discussions, make motions, and vote.
- Limiting Debate. Motions to close or limit debate are generally not permitted. This encourages free and full discussion for small boards.
- Voting. If a proposal is clear, the association can take a vote without a formal motion. More often than not, boards use a show of hands to take this vote.
Roberts Rules for Meetings: Explained
Homeowners associations function in much the same way as any other organization. These associations hold meetings, typically run by the board, to discuss business and vote on decisions. To run more efficient meetings, it is best to adopt Robert’s Rules.
Keymont Community Management helps communities conduct better meetings. Call us today at 703.752.8300 or contact us online to get started!
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