Maintaining order and fairness in meetings is crucial when managing a homeowner's association (HOA). Robert’s Rules of Order provides a structured framework to ensure that all board members have a voice and that decisions are made efficiently. This article will explore Robert’s Rules, their origins, and how they can be applied to board meetings.
Robert’s Rules of Order is a manual of parliamentary procedure that governs the conduct of meetings. It was established by Henry Martyn Robert, an American military officer, in 1876. He aimed to create a standardized set of procedures to ensure meetings were fair, orderly, and efficient. Today, Robert’s Rules are widely used by various organizations, including community associations, to facilitate smooth and democratic decision-making processes.
While some associations may be required by their bylaws to adhere to Robert's Rules for meetings, it's a good practice to use them as a guide for creating meeting rules, even if not mandated. If your bylaws state that “meetings shall be run according to Robert’s Rules of Order Newly Revised, latest edition,” and your board has 12 or fewer members, you are fully entitled to use Robert’s rules for small boards. In these 'informal meetings,' the rules are less formal than those for larger bodies. The person presiding is usually seated and can make, discuss, and vote on motions.
Understanding the different types of motions is essential for effective participation in meetings. When making a motion, summarize what is being proposed so there can be no confusion later. For example, when moving to approve a contract proposal, include the service provider's name, the amount being voted on, and the scope of work that will be carried out. Include dates for the contract term and timelines for executing the work. This information is recorded in the minutes – only the facts, not the discussion.
Here are the motions most commonly used in smaller meetings (e.g., board or committee meetings):
Conclusion
Robert’s Rules of Order is an invaluable tool for HOA board and committee meetings, providing a structured and democratic framework for decision-making. By adhering to these rules, boards can ensure that all members are treated equally, debates remain focused and orderly, and decisions reflect the majority’s will. Understanding and implementing the various types of motions can further enhance the efficiency and effectiveness of board meetings, respect the time spent by volunteer board members, and ultimately benefit the entire community.
Familiarizing themselves with Robert’s Rules can lead to more productive meetings and better governance for community management companies and board members. By following these guidelines, board members can create a fair and respectful environment where all voices are heard, and decisions are made in the community's best interest.