Parliamentary Procedure: Why Robert’s Rules HOA Meetings

Most community association documents require the board to use parliamentary procedure at annual and special meetings. They often specifically refer to Robert’s Rules of Order, which is available in a variety of forms and editions. Robert’s was first published 150 years ago.

“What began as a small, pocket-sized manual written by Army engineer Henry M. Robert has become the most widely used parliamentary authority in the U.S.,” says Jim Slaughter, a partner in Law Firm Carolinas and a fellow in CAI’s College of Community Association Lawyers. “After 150 years, the need for fair, orderly, and effective meetings has not diminished.”

Slaughter, a certified professional parliamentarian and a professional registered parliamentarian, says that while Robert’s has grown dramatically since 1876 and now addresses modern challenges such as electronic meetings, the guide’s principles have stayed consistent.

Slaughter is the author of multiple books on parliamentary procedure, including Robert’s Rules of Order Fast Track: The Brief and Easy Guide to Parliamentary Procedure for the Modern Meeting and Notes and Comments on Robert’s Rules, Fifth Edition, both updated for Robert’s Rules of Order Newly Revised, Twelfth Edition.

Unless community documents specify a form and edition, the association should choose a version of Robert’s that it likes and stick with it. This will provide meetings with a degree of continuity from year to year. Because associations rarely need the complicated rules that are contained in complete editions of Robert’s, abbreviated editions that focus on the basics can be easier to use and understand.

“There’s not one set of procedures that works for every group. Large annual member meetings tend to be more formal because more people are involved and more structure is needed,” says Slaughter. “In contrast, Robert’s makes clear that smaller boards and committees can operate much less formally.”

Regardless of which parliamentary procedure your community uses, the benefits are clear. Parliamentary procedure helps boards:

• Keep the meeting on time.
• Stay on the agenda.
• Discuss one subject at a time.
• Give each participant a chance to speak.
• Speak only on the issue being discussed.
• Maintain order by only allowing participants to speak when recognized by the chair.
• Address questions and comments to the chair.
• Decide issues through motions, seconds, and votes.

Parliamentary procedure guides recognize a standard order of business:

Opening the meeting. Once a quorum is present, the presiding officer calls the meeting to order.

Approval of minutes. Distribute minutes to members in advance (and have extra copies on hand), so you don’t have to read them aloud.

Reports of officers, boards, and standing committees. This usually is the first substantive business item. No motion is necessary following the reports unless they are to be published or if there are recommendations to be implemented.

Unfinished business. This refers to matters carried over from a previous meeting. If there is no unfinished business, skip this category altogether.

New business. Most work in a meeting is accomplished during this time slot. Members can introduce any new item for consideration. A member can introduce a new item of business by making a motion and obtaining a second.

Closing the meeting. If all items of business have been considered, your presiding officer can ask if there is any further business. If there’s no response, the meeting can be adjourned.

>>Find community association meetings and elections resources, including parliamentary procedure guides and Robert’s Rules, from CAI Press.