Small HOA and Robert's Rules

Dave: If you documents require the use of Robert's Rules that would answer your question.
If not the Board could choose to hold meeting in a more informal manner. We have never used Robert's as IMO this is much to formal of a setting for our group.

Robert's Rules are guidelines for holding meetings when needed or required. Your Board might have the option to go either way.

Good luck...........

Dave, I would say that most use RRO as a guide and the smaller the assembly the more relaxed the rules. RRO provides this for small groups of less than 12.

Our bylaws do require that we (the board) select Robert's or some other accepted form of parliamentary procedure, so we use Robert's for small boards (we are 7) and "relax" them even further. Note: in Calif. by statute, we must establish, post in a visible space (our mail rooms) 72 hrs. before regular (open) meetings, & stick to our agenda.

Here's what we do:

Discussion of the agenda item, questions, clarifications, etc. Sometimes no discussion is even needed.

Any director may make a motion when the item seems to have been discussed thoroughly.

Debate. We alternate between the pros & cons of the motion.

Vote. (Our president is permitted to discuss, make motions, vote, etc.)

We do practice a few additional little things from Robert's, but the above is basically it, and works very well for our HOA and the dozen or so HO's who typically attend.

You can check davis-sterling.com's Main Index for more.

PS--I'm not sure what Melissa is referring to as her remarks seem to have nothing to do with Robert's. Or, maybe I'm missing something.

David

Quite often members of an association (homeowners in this case) are most welcome to attend BOD Meetings and often are given time to speak before or after a meeting but are generally not allowed to speak while the BOD is in session (during the meeting) unless asked to do such by the BOD Chair recognizing them.

Of course other BOD Members can object to the recognition, but that is not the subject at hand.

While not trying to quell participation (I believe in total openness), I say this as it could get out of hand unless done properly (follow parlimentary rules) no matter the size of the group.

Generally board meetings are open to the membership, but the meetings' purposes are for the board to conduct the business of the HOA. In Calif., these meetings are required to be open to HO's by state statute. The latter also require that HO's be given the opportunity to speak at what's usually called an Open Forum.

Open Forum may occur before or after the board conducts its business. During the time that the board is considering, discussing and voting on agenda items, our board usually doesn't permit HO's to chime in. On occasion, though, the president does ask for their opinions during this part of the meeting. Because it is specifically a board meeting (not a Meeting of the Members), we would not entertain any motions from HO's.

I believe that one source of confusion about HO's participating during the business portion of the meetings is that in everyday language, these often are referred to as "HOA Meetings."

There are boards, do a Forum Search here to see some discussions, that do permit HO's to participate throughout the Board meeting.

Say, Melissa, I have to disagree with you that Robert's Rules is a "type of meeting."

I believe that "types" of board meetings are as follows and usually are specified in the bylaws. We use Robert's Rule in all types of meetings.

Regular Meeting of the Board (aka "Open Meeting" in CA). Regularly scheduled meetings; ours are required quarterly, but we meet monthly.

Special Meeting of the Board. Specific topic the board wants or needs to address.

Emergency Meeting of the Board. Unexpected issue that needs immediate board action. Does not require 4-days posted notice to HO's.

Organizational Meeting of the Board. Immediately follows the annual election of directors. Directors elect the board's officers.

Executive Session. Board meets ONLY about potential litigation, contracts in formation, homeowner discipline & personnel matters. HO's not allowed to attend. In CA, such a meeting doesn't have to be adjourned to from a regular meeting, and voting in executive session is permitted. Topics for board action in executive session vary by state. (We are not required by CA Civil Code to meet in executive session to consider contracts and usually renew or form them at a regular meeting.)

Members Meetings:

Annual Meeting. Election of Board of Directors

Special Meeting of the Members. May be requested by a quorum of the board, the president, or written request signed by 5% of HOs.

Dave,

Our governing documents say "Roberts Rules of Order (current edition) shall govern the conduct of all Association proceedings, when not in conflict with [...] a ruling made by the Person presiding over the proceeding."

That makes the requirement meaningless, since the President can simply choose not to use Roberts Rules. Your documents may be similarly unhelpful.

However, we have found that using Robert's Rules speeds up meetings, and avoids problems of interpreting results later. Everything centers on a main motion, irrelevant discussions are curtailed, and the result is a clear "up" or "down" that goes in the minutes. We use the Roberts Rules for Small Assemblies, which streamlines the procedures for groups of 12 or fewer.

And despite this, when we get new, green members of the board, many times they don't want to use Robert's rules because the rules appear intimidating or restrictive. It takes a couple of 3-hour meetings to convince them that they need some structure.

Robert's Rules of Order carry some flexibility in meeting management. If you're the president of a constructive and cordial group, you'll get business done more effectively with an orderly but relaxed "rules." The more animosity or heavy discussion requires a strict adherence to certain parameters - especially when speakers "have the floor." Board people love chit-chatting for some reason during the meetings.