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Simplified Procedures Allowed by Robert's Rules for Board Meetings
In 1863, Henry Robert, an engineering officer in the United States Army, was asked to preside over a large meeting. Captain Robert did not know how to preside, but trusting that the assembly would behave itself, he plunged right in. With that plunge came the quick determination that he would never preside over another meeting until he knew more about parliamentary law. After researching the voluminous and conflicting procedures used by the English Parliament and the United States Congress, he began drafting what is considered to be the definitive manual on parliamentary procedure, Robert’s Rules of Order. Over the last 100 years numerous editions of Robert’s Rules of Order have been published.
In most situations, the application of Robert’s Rules enables assemblies of any size to reach resolution on a number of matters of varying complexity in a minimal amount of time. This is often true regardless of the climate of the meeting, whether it be a harmonious group or an impassioned and divided one.
The application of Robert’s Rules can make a large meeting run briskly and smoothly.
However, in some circumstances, the formality of Robert’s Rules can actually hinder business. One such situation relevant to community associations is the application of Robert’s Rules at board meetings.
Most board members and managers are not aware that Robert’s Rules recognizes the problem of applying formal parliamentary rules to board meetings. Robert’s Rules specifically provides that in a board meeting where there are not more than about a dozen board members present, some of the formality that is necessary in a large assembly can be relaxed.
The rules governing such meetings are different in the following respects:
1. The president can make motions and vote on all matters.
2. The president can speak on any matter before the board.
3. No motion needs to be seconded.
4. There can be informal discussion of a subject without a motion being made.
5. If a proposal is perfectly clear, a vote can be taken without any motion having been introduced.
6. After a general discussion has been held without a motion, action can be agreed upon by unanimous consent without taking a vote at all.
A board always has the option to follow the regular, more cumbersome parliamentary procedures if the board works better in a more formal setting. However, most boards seem to function more efficiently with a simplified process. Of course, on important or very complex matters, a clearly stated motion can be helpful to ensure that everyone understands what is being voted upon. Other matters, however, can be handled without making a formal motion. For example, where the board has thoroughly discussed three bids for landscaping without a motion, and where it was obvious that one bid is much better than the others, the president can bring the matter to a simple conclusion by stating:
“If there is no further discussion and no objection, let the minutes reflect that the board voted unanimously to approve the proposal from ABC Landscaping Company and the president is authorized to execute the proposed contract after it is reviewed by the association’s attorney.”
The key to the above scenario is that the matter is unanimous. If it were not unanimous, the president could state as follows:
“If there is no further discussion, I move that we accept the proposal of ABC Landscaping Company and that the president is authorized to execute the proposed contract after it is reviewed by the association’s attorney. All in favor, say “aye”. All opposed? (The minutes then reflect the actual vote.)”
If desired, the board can revert to any of the more detailed requirements of Robert’s Rules by a simple majority vote of the board.
Many association boards have operated with short form procedures by custom without realizing that simplified procedures are specifically provided in Robert’s Rules of Order. However, many boards assume that Robert’s Rules more complex and detailed procedures are required. Section 48 of Robert’s Rules should put to rest any objection anyone may have to the use of simplified procedures in association board meetings.
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