According to Robert’s Rules of Order, voting a motion requires strict adherence to certain guidelines and procedures. This helps standardize meetings, allowing everyone involved a seamless and productive experience.
Three Principles of Robert’s Rules of Order Voting a Motion
Ensuring the right to vote is fundamental to maintaining democracy within organizations and elected bodies, HOAs included. There are three crucial principles to consider when conducting a vote:
- Is the vote conducted fairly and impartially?
- Does every eligible voter have the opportunity to cast their vote?
- Does the announced result accurately reflect the members’ votes?
These principles are the foundation for parliamentary voting procedures, with specific rules designed to uphold them.
Robert’s Rules of Order Voting Procedure
The general procedure for taking a vote is as follows:
- The chair initiates by asking for the affirmative vote first.
- Subsequently, the chair requests the negative vote, even if it already appears that the affirmative vote is unanimous.
- The chair refrains from soliciting abstentions.
- Following the vote, the chair promptly announces the outcome and clarifies the recent development. In the case of an affirmative win, the chair designates the individual responsible for implementing the action. If uncertainty exists regarding the responsible party, members must make a motion to determine it.
- The chair maintains a neutral stance while soliciting the vote to avoid influencing the membership.
- It is implicit that a quorum must be present during all voting methods.
- In cases of doubt regarding the vote result, the chair can request a rising vote or a rising and counted vote for a reevaluation.
- If any member questions the vote result, they can audibly call out “division,” explained below.
Understanding Majority Rules
A majority vote means more than half of the people voting are in favor of a motion. Specifically, it’s when over half of the votes cast by those eligible to vote at a properly called meeting with a quorum support a motion. Votes that are left blank or abstained don’t count. Determining the majority is about the votes cast, not the total number of people present. For instance, if 15 out of 20 attendees vote, you need at least 8 votes to have a majority.
If the bylaws specify that a majority of the entire membership must approve a motion, the majority is based on the total membership number, not the count of members present or those who cast votes. For instance, if the entire membership count is 40, then the majority vote is always 21, regardless of how many members attend the meeting.
Two-Thirds Vote vs Three-Fourths Vote
Some associations may encounter the need for a two-thirds or a three-fourths vote to approve something. This is a larger percentage compared to a simple majority. What’s the difference, though?
Two-Thirds Vote
To safeguard both individual and assembly rights, a two-thirds vote is needed for:
- Limiting or closing debate
- Suspending or modifying a previously adopted rule or order
- Removing membership or office
- Motions closing nominations or the polls
- Blocking the introduction of a motion
The two-thirds vote is determined by a rising vote, and the chair may count the votes if unsure.
Three-Fourths Vote
Certain organizations mandate a three-fourths vote instead of a two-thirds vote for specific business decisions, officer elections, or admitting new members. This requirement reflects a desire for a stronger majority agreement within the membership. The principle is simple: three yes votes are needed for every no vote. It ensures a stronger agreement among members.
What About Tie Votes?
A tie vote happens when half the members vote in favor and the other half against, resulting in no majority. If there’s no way to resolve the tie, the motion fails.
If the presiding officer is an assembly member who has yet to cast their vote, they can break the tie. Keep in mind that the presiding officer is one person, though. They may not cast two votes — one as a member and one as an officer. Therefore, they may not break the tie as a presiding officer if they already voted as a member.
Dissecting Abstentions
Members may choose to abstain from voting. This means they don’t participate in the vote. An abstention isn’t counted as either yes or no. They are non-votes, so whoever counts the votes ignores abstentions.
Types of Robert’s Rules of Order Voting Method
There are several ways an assembly can vote: by voice, a show of hands, rising or standing, ballot, mail, email, or general or unanimous consent. Other methods include proxy voting, absentee voting, and preferential voting. It is important that an organization’s bylaws reflect the rules and requirements for these methods.
1. By Voice
Members express their vote verbally. The chair asks for “Ayes” and “Noes,” and the result is based on the volume of each response.
2. By Show of Hands
Members physically raise their hands to cast their votes. This method provides a visible count of support or opposition.
3. By Rising or Standing
Members stand to indicate their vote. Utilize this method when conducting a two-thirds vote or revisiting a voice vote upon a member’s request for a division.
4. By Ballot
During a ballot vote, every member, including the presiding officer (if a member), has the right to vote unless an organization rule dictates otherwise. The chair directs members to stand and deposit their ballots if there’s a designated ballot box.
A motion to close the polls requires a second and a two-thirds majority to pass. Members who haven’t voted can express their intention before the polls close. Once closed, a majority vote can reopen the polls. The tellers’ committee counts the ballots and records the results on a teller’s sheet. The committee chair reports the count to the membership without disclosing the outcome of the vote.
5. By Mail
Members vote via mail-in ballots. This method accommodates absentee voters and is used for decisions that don’t require immediate resolution. It’s often the method HOAs use. An organization’s bylaws should indicate its authority to use mail-in ballots and its rules and procedures.
6. By Email
Members submit their votes electronically. The individual responsible for collecting the ballots distributes the email ballot to all eligible voters. Balloting instructions must provide details on how to fill the ballot and return it to the organization.
7. By General or Unanimous Consent
The chair asks if there are any objections to a proposal. The motion is accepted without a formal vote if there are no objections. General consent provides an efficient approach to address non-controversial matters or motions where there seems to be no objection anticipated. It doesn’t imply unanimous agreement. Instead, it indicates that those opposed believe further discussion or voting is unnecessary.
Questioning the Results of a Vote
Unless members immediately question the results of a vote, it becomes the assembly’s decision. Members can question the vote until the chair introduces a new motion.
Calling for a Division
To question a close or doubtful vote result, a member can call for a division by saying “Division” or expressing doubt about the vote’s outcome. A division is a procedural motion that doesn’t need a second or debate. It involves retaking the vote visually with a rising vote.
The chair may opt for a counted vote if the result is still uncertain, but a member must initiate a motion. This needs a second, is not debatable, and requires a majority vote. The chair then counts the votes, announces the result, and records it in the minutes.
Doubting Ballot or Roll Call Results
If members are unsure about the outcome of a ballot or roll call vote, someone must suggest recounting the votes. This requires a majority vote unless the rules say otherwise. After a ballot vote, a motion to destroy the ballots can be made if there’s no chance of a recount. Alternatively, the secretary can keep them for a while and then discard them. Note the results of each ballot or roll call vote in the meeting minutes.
Robert’s Rules of Order Voting a Motion Explained
Voting is a fundamental part of running an organization and a key to ensuring democracy. Homeowners associations should understand voting rules and procedures, especially regarding motions. Hiring an HOA management company, though, can significantly help.
