Roberts Rule of Order for meetings provides a standardized way for HOA and condominium association boards to conduct business. While not every community is required to follow these rules, many associations adopt them to keep meetings organized, productive, and fair. They establish a clear process for discussing motions, taking votes, and maintaining order.
What is Roberts Rule of Order for Meetings?
Roberts Rule of Order is a set of parliamentary procedures used to conduct meetings. Many nonprofit organizations, government bodies, and community associations rely on these rules to ensure meetings run smoothly.
The purpose of Robert’s Rules is to create a fair process for making decisions. Instead of allowing discussions to become disorganized or dominated by a few individuals, the rules establish when members may speak, how motions are handled, and when votes should take place.
While these procedures can be very detailed, most HOA and condo boards only use the basic rules needed to conduct routine business.
Are Robert’s Rules Required for HOA and Condo Meetings?
Neither the Illinois Common Interest Community Association Act nor the Condominium Property Act requires associations to follow Robert’s Rules of Order. Instead, the requirement usually comes from the association’s governing documents.
Many bylaws contain a provision stating that board meetings and membership meetings will be conducted according to Robert’s Rules, provided they do not conflict with state law or the governing documents. If the bylaws include this language, the board should generally follow these procedures.
If the governing documents are silent, the board may establish its own reasonable meeting procedures. Even then, many associations still use Robert’s Rules as a guide because they provide a familiar framework for conducting business.
Why Should Associations Use Meeting Rules of Order?
Board meetings often involve budgets, contracts, maintenance projects, rule enforcement, and other important matters. Without a structured process, meetings can easily become inefficient or difficult to manage.
Using Roberts Rules of Order for HOA meetings offers several benefits.
1. Creates Organized Meetings
A consistent meeting structure keeps discussions focused on the agenda. Directors know when to introduce new business, discuss issues, and vote on motions.
2. Encourages Fair Participation
Every board member has an opportunity to speak before a decision is made. This can help prevent one or two directors from controlling every discussion.
3. Reduces Confusion
Following established procedures can make it easier to understand how decisions are made. Everyone knows when debate begins, when it ends, and when the board is ready to vote.
4. Improves Efficiency
Meetings tend to move more quickly when directors follow the same process for every agenda item. This will leave more time to address community concerns.
5. Creates Better Records
A structured meeting makes it easier for the board secretary to prepare accurate meeting minutes and document official actions.
How Does Roberts Rule of Order for Meetings Work?
Most HOA and condo boards don’t need to master every parliamentary procedure. Instead, they should understand the basic steps involved in conducting business.
1. A Director Makes a Motion
Before the board can take official action, a director must make a motion.
A motion is simply a formal proposal asking the board to take a specific action. For example, a director may move to approve a landscaping contract, adopt next year’s budget, or amend a community rule.
2. Another Director Seconds the Motion
Once a motion is made, another director typically seconds it. A second does not necessarily mean the director agrees with the proposal. It only indicates that the motion deserves discussion.
Without a second, the board usually does not proceed with debate.
3. The Board Discusses the Motion
After receiving a motion and a second, the chair opens the floor for discussion.
Directors should focus their comments on the pending motion. The discussion allows board members to ask questions, raise concerns, and consider different viewpoints before making a decision.
4. Directors May Amend the Motion
Sometimes, directors agree with a proposal but want to modify part of it. In these cases, the board may amend the motion before voting. For example, directors may change the contract amount, adjust a project deadline, or revise certain conditions.
5. The Board Votes
Once discussion has ended, the chair calls for a vote. Most routine matters require only a majority vote, but the governing documents or state law may require a higher voting threshold for certain decisions.
After the vote, the chair announces whether the motion passed or failed.
6. The Meeting Continues or Adjourns
The board repeats this process for each agenda item until all business has been completed. Once there is no further business to discuss, the board adjourns the meeting.
What is the Chair’s Role Under Robert’s Rules for HOA Meetings?
The board president typically serves as the meeting chair. The chair is responsible for maintaining order throughout the meeting. This includes recognizing speakers, keeping discussions focused on the agenda, calling for votes, and ensuring everyone follows the adopted procedures.
The chair should remain impartial while managing the meeting, even if they participate in discussions and vote as a board member.
Common Meeting Rules Under Robert’s Rules
While every association may have its own meeting procedures, several basic rules generally apply under Robert’s Rules.
- Speak One at a Time. Only one person should have the floor at any given time. Directors should avoid interrupting one another or engaging in side conversations.
- Stay on Topic. Discussion should remain focused on the pending motion. Unrelated topics should be addressed later under the appropriate agenda item.
- Respect Time Limits. The chair may establish reasonable time limits to ensure every director has an opportunity to participate and meetings stay on schedule.
- Follow the Agenda. The board should generally address business in the order listed on the meeting agenda. This helps prevent the board from overlooking important items.
- Respect the Vote. Once the board reaches a decision, directors should respect the outcome, even if they voted against the motion.
Best Practices When Using Roberts Rule of Order for Meetings
Following Robert’s Rules doesn’t mean every meeting must feel overly formal. Boards can still conduct productive meetings while keeping procedures simple.
Here are some best practices to follow for Roberts Rule of Orders for condo meetings.
1. Prepare the Agenda in Advance
Distribute the meeting agenda and supporting documents before the meeting. This will give directors enough time to review materials and prepare questions.
2. Encourage Professional Discussion
Board members should remain respectful throughout the meeting, even when disagreements arise. Personal attacks and interruptions only slow the decision-making process.
3. Keep Minutes Focused on Actions
Meeting minutes should record motions, votes, and decisions. They should not attempt to capture every comment made during the discussion.
4. Follow the Governing Documents
If the governing documents conflict with Robert’s Rules, the governing documents take precedence. Likewise, boards must always comply with state laws.
5. Avoid Unnecessary Formalities
Volunteer board members don’t need to memorize every parliamentary rule. Using the basic procedures is usually enough to keep meetings organized and efficient.
Better Meetings Lead to Better Communities
Using Roberts Rule of Order for meetings can help HOA and condominium association boards conduct business in a fair, organized, and efficient manner. While many associations are not legally required to follow these procedures, they provide a reliable framework for managing discussions and making decisions.
First Community Management provides expert HOA, condo, and co-op management services to communities in Chicago. Call us today at (312) 829 8900 or contact us online to learn more!
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