Agenda or Roberts Rules.

The agenda is not the rules. You have to follow your governing documents and your state statutes. Their is a Roberts Rules website that can point out where to find your answers.
Barbara

You asked:
"Also, If a member brings up a motion to change a Assc. rule. Can that be voted on with the existing members presant or must a notification go out to all residents and a ballot taken at a future date? "

Who makes the rules now? If it is the board, the board can hear the discussion and/or request and at its next meeting, if a board member wants to make the motion there, then it can be dealt with.

If your Members make the "rules", then all members should have been notified that there was going to be a vote at that meeting. (You are talking about rules, right? Not amendment to the bylaws or CCRS)

We run our meetings, “Formally Casual” We recently started to use a “timed” agenda, allotting so many minutes to each subject, which is amazing, as it keeps us focused and on track, rarely do we go beyond our pre-determined time to adjourn now.

When the discussions call for a motion, this is when we try to stick to Robert’s Rules most closely; someone will make the motion, it is then seconded, debate ensues, and then there is the vote. The minutes reflect who made the motion, who seconded, and who voted in the affirmative, against and who abstained. We watch ourselves to make sure that no additional motions are on the floor before the first motion is finalized. A lot comes down to common sense and common courtesy. My favorite website for motions is http://www.robertsrules.org/motions.htm

To the unprofessional Parliamentarian, Robert’s Rules can be mind boggling and, cumbersome, and for most HOA a little too formal for the volunteer laymen that are elected. Take into consideration your board members; you may have one that is all about rules and regs, and may make a fine parliamentarian. Unfortunately, that is not usually the case. We are just your average Joes, trying to hold things together while our skin thickens.

If you have a community member that is constantly complaining that meetings aren’t running by the rules… Robert’s Rules, you may even want to consider making them the Parliamentarian. They would not be on the board, can’t vote, can’t put in their two cents worth, only listen, observe and advise the board when parliamentary procedure is not adhered to.