Understanding Roberts Rule of Order for meetings can help HOA boards conduct organized, efficient, and productive meetings. Without a clear process, meetings can become chaotic, discussions can go off track, and decision-making can suffer. While not every association is required to use this procedure, many boards adopt it for a better structure.
What are Roberts Rules of Order?
Robert’s Rule of Order for meetings is a parliamentary procedure that helps organizations conduct meetings more efficiently and make decisions fairly. It was first developed by Henry Martyn Robert in 1876. Since then, it has become one of the most widely used meeting procedures in the United States.
The purpose of Robert’s Rules is to provide a standardized process for handling motions, debates, votes, and meeting conduct. The system ensures that all participants have an opportunity to be heard while allowing the organization to reach decisions without unnecessary distractions.
Many associations use Robert’s Rules as a guide, especially if their governing documents require it. Meanwhile, others use selected portions of the rules but adopt a less formal meeting structure.
Do HOA Boards Have to Use Roberts Rule of Order for Meetings?
Whether an association must use Robert’s Rules depends on state law and the governing documents. Virginia law does not currently require it, but boards should still check their CC&Rs and bylaws for guidance.
That said, some associations simply use Robert’s Rules as a reference. This allows them to follow a more structured system without formally adopting them.
The Benefits of Using Roberts Rule of Order for Meetings
While it is possible to hold meetings without following Robert’s Rules, many associations still use them for the benefits they offer. Here are the advantages of Roberts Rule of Order for meetings.
1. Creates an Organized Meeting Structure
Robert’s Rules provides a more predictable system for conducting meetings. With this procedure, board members can know when discussions take place, how motions are presented, and when votes happen. Homeowners, in turn, can follow more easily.
2. Promotes Fair Participation
Robert’s Rules allow all homeowners an opportunity to speak. That said, it also helps ensure that no single person dominates the discussion, which is a common challenge in board meetings.
3. Improves Decision-Making
A structured process can encourage boards to focus on the issue at hand. It prevents the meeting from straying off-topic. Under the rules of order, boards also have a chance to evaluate motions before taking action.
4. Reduces Conflict
Clear procedures can prevent misunderstandings and arguments regarding how the board makes decisions. This results in more harmonious meetings and less pushback from homeowners.
5. Creates a Better Record
In Virginia, associations are required to draft meeting minutes (Sections 55.1-1815 and 55.1-1816). When motions and votes follow a consistent process, meeting minutes become easier to prepare and review.
Basic Terms Every HOA Board Should Know
Before applying Robert’s Rules, board members should understand several key terms.
- Motion. A motion is a formal proposal asking the board to take a specific action. For example, “I move that the association approve the landscaping contract.”
- Second. A second indicates that another board member wants to consider the motion. That said, it doesn’t mean the member agrees with the motion. It simply means the proposal deserves discussion.
- Debate. Debate is the discussion period during which board members may support the issue, voice their concerns, or offer alternatives.
- Amendment. An amendment modifies a motion before the board votes on it.
- Quorum. A quorum is the minimum number of board members required to conduct official business. The governing documents typically establish quorum requirements.
- Vote. A vote determines whether a motion passes or fails.
How a Motion Works Under Robert’s Rules for Meetings
The motion process supports the way boards make decisions in meetings. It generally follows the steps below.
Step 1: A Board Member Makes a Motion
A board member will introduce a proposal for board consideration. For example, “I move to approve the reserve study proposal.”
Step 2: Another Director Seconds the Motion
Another board member shows their support for discussing the proposal by seconding the motion. A second is necessary for the discussion to proceed.
Step 3: The Chair States the Motion
The chair will then formally present the motion to the board. Typically, the president of the board serves as the chairperson for the meeting, but others can fill in if the president is absent.
Step 4: Discussion Begins
Next, board members will discuss the proposal. At this stage, they can ask questions, make arguments for or against the proposal, and present other options.
Step 5: Amendments are Considered
If necessary, board members may propose modifications to the motion. This should take place before the vote.
Step 6: The Board Votes
After the discussion ends, the chair must call for a vote. This determines the outcome of the proposal.
Step 7: The Chair Announces the Result
Based on the votes, the chair will state whether the motion has passed or failed. The meeting minutes must record the outcome.
Common Motions Under Roberts Rule of Order for Meetings
While there are several motions that can be used at a meeting, some occur more frequently than others. These include:
- Motion to Approve Minutes. This motion approves the minutes from a previous meeting.
- Motion to Approve a Contract. Boards usually use motions to approve vendor contracts, maintenance projects, and professional services.
- Motion to Adopt a Budget. Boards can use formal motions when adopting annual budgets.
- Motion to Adjourn. This motion ends the meeting.
- Motion to Table. A motion to table temporarily postpones discussion of a matter.
Best Practices for Roberts Rule of Order for Meetings
It is not always easy to adopt a parliamentary procedure, especially for inexperienced boards. That said, there are some strategies boards can implement to conduct productive and efficient meetings.
1. Learn the Basics
Board members don’t have to be experts on Robert’s Rules. More often than not, it is enough to understand the core concepts. These concepts will serve as building blocks for the board. Many associations hold successful meetings using Robert’s Rules as a guide rather than a strict law.
2. Follow the Governing Documents
While Robert’s Rules support meetings, board members should never use them to replace the governing documents. The CC&Rs and bylaws still take precedence. If the bylaws conflict with Robert’s Rules, the bylaws must be followed.
3. Don’t be Too Formal
Some boards try to comply with every procedural rule under Robert’s Rules. This can make meetings more complicated than they need to be. Instead of treating Robert’s Rules as a set of stringent compliance requirements, boards should use it more as a guidebook.
4. Establish and Stick to the Meeting Agenda
Robert’s Rules or not, every meeting should have a clear agenda. An agenda allows boards to hold efficient and productive sessions. Furthermore, discussions should remain focused on the pending motion instead of wandering.
5. Don’t Skip Motions
Sometimes, boards will discuss topics extensively without making a formal motion. This can create confusion regarding what action was actually approved. Formalizing the motion makes it easier to track what has been adopted and what the minutes must reflect.
6. Keep Discussions Respectful
Discussions should not turn confrontational. Robert’s Rules promotes order and harmony, not discord and chaos. Board members should always keep a professional tone and encourage owners to do the same. Debates should never turn personal.
7. Record Minutes
Meeting minutes serve as formal documentation. They keep everyone accountable and help resolve conflicts. For this reason, the minutes should clearly identify motions, votes, and outcomes.
Bylaws First
Not every association has to follow Roberts Rule of Order for meetings. Still, understanding the basic terms and procedures can make meetings more productive and professional. Of course, the governing documents must take precedence, so it is imperative to refer to the bylaws for meeting requirements and guidelines before formally adopting Robert’s Rules.
National Realty Partners is a leading provider of HOA management services in Virginia. We can help your board with meeting preparation and management. Call us today at 703-435-3800 or request a proposal online!
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