Should You Use Robert’s Rules of Order for HOA Board Meetings?

Florida condo association board members generally only meet a handful of times per year, so when they do, organization and efficiency are paramount. While there are several ways you can structure your meetings, one approach many boards find effective is using Robert’s Rules of Order. This method is a widely recognized set of parliamentary procedures designed to facilitate orderly and fair decision-making in meetings. 

Using Robert’s Rules of Order in addition to considering these best practices can help your board leadership team run even more effective and productive meetings. 

A Call to Order

Structure matters to meetings. For COA board meetings to be productive, engaging a system like Robert’s Rules of Order can be a game-changer. Not only does this method provide a framework for conducting meetings, but it also helps ensure fairness and efficiency. 

What are Robert’s Rules of Order?

Robert’s Rules establish a process for facilitating fair discussions and encouraging group participation. While the rules can be complex and may require some effort to learn, once everyone knows the rules and how to apply them, the method can prove highly beneficial. 

The basic elements include:

• Motion – To introduce a new piece of business or propose a decision or action, a motion must be made by a group member by saying, “I move that…” A second motion must be also made (“I second it.”) Then, the group votes on the motion. A majority vote is required for the motion to pass (or quorum as specified in your bylaws). 

• Postpone Indefinitely – This tactic is used to kill a motion. When passed, the motion cannot be reintroduced at the same meeting. 

• Amend – This is the process used to change a motion under consideration. It’s useful when a board member likes the proposed idea but not exactly as offered. A member may say, “I move to amend the motion on the floor.” This also requires a second and a majority vote to decide whether the amendment is accepted. 

• Commit – This is used to place a motion in committee.

• Question – To end a debate immediately, a member says “I call the question” and needs a second. A vote is held immediately (no further discussion is allowed). A two-thirds vote is required for passage. If it is passed, the motion on the floor is voted on immediately. 

• Table – Tabling a discussion sets the issue aside for it to be considered later in the meeting or at another time.

• Adjourn – A motion is made to end the meeting. A second motion is required. A majority vote is then required for the meeting to be adjourned (ended).

If your board meetings aren’t as productive or effective as you’d like them to be, consider implementing a procedure similar to Robert’s Rules of Order. Be sure also to check your association’s CC&Rs to see if your condo association already has a procedure in place for facilitating board meetings. Not only are well-structured meetings more organized and productive, but they also encourage greater participation and fairness. If you have questions about best practices for condo association boards in Florida or need to retain an attorney for your association, contact our team at Dania Fernandez and Associates, P.A. today.