When it comes to meetings, it is imperative to understand Robert’s Rules of Order parliamentary procedure. This set of rules and procedures applies to most organizations, including homeowners associations. As such, HOA board members should familiarize themselves with its terms and principles to ensure a smooth and procedurally correct discussion.
What Is Robert’s Rules of Order Parliamentary Procedure?
Robert’s Rules of Order is a parliamentary procedure that allows members to conduct business in an orderly and efficient manner. Created by the eponymous Henry M. Robert, this set of rules ensures that everyone receives a right to express their views and vote. Robert’s parliamentary procedure establishes a standard for conducting discussions and making decisions as a group.
The Importance of Parliamentary Procedure and Robert’s Rules of Order
There are many organizations throughout the United States — organizations that run democratically and are governed by leaders. Most of the time, these leaders take the form of a Board of Directors. Board members regularly participate in meetings, discussing issues and making decisions for the company. Because not all organizations are made equal, meetings might not always follow the same rules.
This is where Robert’s Rules of Order parliamentary procedure comes in. These rules standardize meetings and discussions, allowing for a more efficient and effective gathering. Robert’s Rules have stood the test of time, proving the benefits of its methods.
Board members and stakeholders should familiarize themselves with Robert’s Rules of Order. In doing so, everyone can participate equally and contribute to productive meetings. When everyone knows the rules, everyone can follow them without a hitch.
Does Robert’s Rules of Order Parliamentary Etiquette Apply to HOAs?
Homeowners associations operate in much the same way as businesses. Every HOA has a set of directors known collectively as the HOA board. Homeowners with voting rights and obligations elect these board members into their positions.
As a democratic organization, an HOA can benefit from parliamentary rules of order. HOA boards hold annual membership meetings and regular board meetings. Adhering to Robert’s Rules during these meetings will allow HOAs to discuss issues and make decisions efficiently and effectively.
What Are the Five Robert’s Rules of Order Basic Principles?
Here are Robert’s Rules of Order’s key principles:
1. One Topic at a Time
It is essential to tackle one topic or issue at a time. This will ensure that meetings go in an orderly fashion. It also helps expedite business and accomplish the meeting’s objectives. Jumping from one topic to another is not only a waste of time but also divides attention.
To take up one topic at a time, HOA boards should keep the following in mind:
- Every meeting should follow a set agenda. Meeting discussions should not stray outside of the agenda.
- Only one main motion may remain pending at any given time.
- When a main motion is pending, members can make secondary motions. Secondary motions take precedence over the main motion when they are taken up. They can move on once the meeting resolves or disposes of the secondary motion.
- Only one member may take the floor at a time.
- Members must take turns to speak.
- All members must have the opportunity to speak about a motion. Only then can a member get a second chance to speak about the same motion.
2. Complete and Free Debate for Each Proposition
While the presiding officer recognizes members to speak, meetings must allow for complete and free debate for each proposition. In a debate, members must not cross-talk or talk over one another. It is also important not to speak directly to each other when another member has the floor. Any and all remarks must go through the chair.
3. Equal Rights to All Members
All members must have equal rights. The presiding officer must not take sides or show any bias. Instead, they must allow all members to be heard equally. If there are any major violations of Robert’s Rules, the presiding officer must correct them. For instance, taking away a member’s rights is a major violation.
4. Majority Rules, Minority Rights Protected
When it comes to making decisions, the majority rules. That said, the majority may never silence or remove the rights of the minority.
Here are some rules that fall under this principle:
- Members have a right to receive all meeting notices.
- The HOA should inform members through a previous notice when there is a proposal to amend or rescind something that the association adopted in the past.
- If a situation might take away members’ rights, approval from two-thirds of the membership is necessary as opposed to a majority.
- No one has the authority to mandate a higher vote than a majority vote unless the bylaws specifically require a higher vote.
- Members can secure and read through meeting minutes, board action reports, and committee reports.
5. Merging Into the Larger Unit of the Organization
According to Robert’s Rules of Order, the personality and desires of each member should be merged into the larger unit of the organization. This means the association’s best interests at large should be prioritized. No discussion should stray from the issues and focus on the motives or personalities of other members.
Keep in mind that everyone in an HOA shares a common goal outlined in the meeting agenda. While everyone has valid concerns and a right to voice them, limiting discussions to facts and ideas — not judgments or opinions — is essential. Boards will quickly find that allowing personal judgments to take over the meeting will cause it to spiral into chaos.
Defining the Elements of Parliamentary Procedure of Robert’s Rules
When going through Robert’s Rules, HOA members and boards encounter several unfamiliar jargon. To further understand Robert’s Rules of Order and parliamentary procedure, here are the definitions of key terms.
- Motion. Making a motion means introducing a new item for discussion or proposing an action or decision. A second motion must follow suit before the motion can move onto a discussion and a vote.
- Postpone Indefinitely. This kills a motion, preventing it from being brought up again at the same meeting. However, someone may reintroduce the motion at a later date. This needs a second before going to a vote.
- Amend. To amend a motion means to change it while it’s still in consideration. Amending a motion requires a second before voting.
- Commit. Committing a motion transfers it to a committee, which must prepare and present a report at the next meeting. Like the ones that came before it, to commit a motion requires a second and a majority vote.
- Question. When someone “calls the question,” it ends the debate immediately. This needs a second, though it does not proceed to a discussion. Instead, a vote takes place at once.
- Table. Tabling a discussion postpones it to later in the meeting or the next one. It requires a second and a majority vote to pass.
- Adjourn. This means to end a meeting. When someone makes this motion, a second motion must follow. Then, a majority vote takes place to make the decision.
Robert’s Rules of Order Parliamentary Procedure Explained
As you can see, Robert’s Rules of Order presents a standardized procedure for conducting business and making meeting decisions. Board members and homeowners in an HOA should familiarize themselves with the rules included. This way, everyone can make meaningful contributions while simultaneously sticking to a consistent format.