Members of organizations, HOAs included, should familiarize themselves with the duties of Robert’s Rules of Order officers and board members. These duties and responsibilities outline the specific tasks leaders must carry out according to proper procedure.
Robert’s Rules of Order Officers: What Do They Do?
Officers in an organization are typically chosen from its members. Members who assume officer roles retain their rights, such as making motions, debating, and voting. However, a president must remain impartial, leading to rules governing when they can make motions, engage in debates, and vote.
Elected or appointed individuals are responsible for maintaining records of their assignments and passing them to successors. Organizations with permanent facilities should keep essential records there, not with officers. The facility should provide a workspace for the secretary and treasurer. In smaller organizations where records are often kept at officers’ homes, provisions should be made for their return if an officer isn’t re-elected, resigns, or passes away.
When electing Robert’s Rules of Order officers, members should consider their reliability, and elected individuals must carefully assess the responsibilities of their roles. If officers realize they can’t meet demands, they should seek help or resign. Resignation should include returning entrusted documents in person or by certified mail with a return receipt.
Regarding Robert’s Rules of Order officer positions, organizations require a minimum of two officers: a president who presides over meetings and a secretary who records meeting transactions. However, checking the organization’s governing documents to understand specific officer requirements is important. For HOAs, these requirements typically lie within the bylaws.
Robert’s Rules of Order Officer Roles
Here are Robert’s Rules of Order officer responsibilities.
President
The president’s role and responsibilities depend on the organization’s bylaws. Generally, the president leads by setting goals, performing administrative duties outlined in the bylaws, and presiding over meetings.
Regardless of the organization’s structure, the president’s authority is limited to what the bylaws assign. Some elected presidents may mistakenly think they have unrestricted control, leading to a perception of potential dictatorship among members.
1. Establishing Objectives for the Organization
In certain groups, the president shapes the organization’s focus and actions. Presidential candidates often present their goals and plans, and members vote based on these platforms. In contrast, some organizations assign administrative tasks to committees and legislative power to an executive board, making the president’s primary duty to preside over meetings.
2. Carrying Out Administrative Tasks
The president’s main job is to represent the organization. This involves signing legal documents, overseeing employees and activities, speaking on behalf of the organization, and presiding over meetings. The specific duties may differ among organizations and are typically outlined in the bylaws.
3. Presiding Over Meetings
The presiding officer’s main responsibilities include maintaining order, ensuring fairness and impartiality, and safeguarding the rights of all members at meetings.
Maintaining Order
To ensure order in a meeting, the president must be well-versed in the organization’s bylaws, rules, parliamentary procedures, and selected authority. The president’s specific responsibilities include:
- Collaborating with the secretary to prepare the agenda, thereby addressing any unfinished or new business;
- Planning for potential issues during controversial discussions by consulting with a parliamentarian in advance;
- Contacting standing committee members before the meeting to confirm if they have reports to present;
- Coming to the meeting prepared with necessary documents like bylaws, standing rules, and parliamentary authority;
- Commencing the meeting on time, verifying the presence of a quorum without announcing it;
- Announcing and organizing business in the correct sequence and addressing motions appropriately;
- Asking members to state their purpose if they rise, ensuring procedures are followed correctly;
- Facilitating fair and timely debate on motions, ensuring each side is represented during controversial issues;
- Conducting votes on motions and announcing the results, specifying responsibilities if a motion is adopted;
- Ruling on any procedural deviations, entertaining appeals, and answering member inquiries about business or parliamentary procedures; and,
- Concluding the meeting by a vote of the assembly, especially in uncontrollable situations or when the health and safety of members are at risk.
Ensuring Fairness and Impartiality
The primary principle for all presiding officers is to represent all members, fostering fairness and impartiality during meetings. The duty extends beyond controlling the meeting; it includes ensuring that all facts, both pros and cons, emerge during debate for an informed decision by the assembly. The president abides by specific rules to maintain fairness:
- In business meetings, the president refrains from making motions or engaging in debate.
- The president may enter debate by leaving the chair and temporarily allowing another officer to preside, but he or she must stay out of presiding until the motion is resolved.
- The president steps down if there is a direct personal or monetary interest in a motion or when censured. However, the president can remain in the chair during nominations or elections involving their candidacy.
- The president only votes in tie-breaking situations, when a tie vote would be created, or in ballot voting.
- The president provides information, corrects misinformation, and aids members with parliamentary procedures, maintaining an obligation to assist in phrasing motions even when opposed.
- When assigning the floor, the president sits down if possible; otherwise, stands back from the lectern.
- Enforcing debate rules and decorum, the president alternates between pros and cons in controversial situations.
- The president refers to themselves in the third person when addressing members, maintaining an impartial tone.
Safeguarding the Rights of all Members
An effective president safeguards members’ rights by adhering to and enforcing the organization’s bylaws and rules. This includes ruling out of order any motions conflicting with these documents or violating government regulations. Specific responsibilities to protect members’ rights include:
- Preventing frivolous or delaying motions and ensuring adherence to the democratic process;
- Identifying dilatory practices, such as unnecessary divisions, repetitive adjournment motions, absurd proposals, or unwarranted points of order;
- Handling dilatory practices by remaining calm and courteous, either not recognizing members or ruling motions out of order, but only in clear cases of obstruction;
- Knowing procedures for addressing unruly and disruptive members, including issuing a warning to seat the member, recording objectionable behavior, and, as a last resort, preferring charges;
- If charges are preferred, allowing the assembly to propose a penalty through a debatable motion, with a majority vote unless it involves membership rights, requiring a two-thirds vote; and,
- Attempting to resolve issues without resorting to formal procedures, such as declaring a recess to directly address the problem with the member.
Vice President
The vice president, often referred to as the “president in training,” has specific duties in parliamentary procedures. They preside over meetings in the president’s absence or if the president steps down to engage in debate or faces censure. The vice president takes over the president’s role if it becomes vacant and follows a designated order of succession outlined in the bylaws if there are multiple vice presidents.
When presiding, members address the vice president as “Mr. President” or “Madam President.” If both the president and vice president are present, the vice president is addressed as “Mr. Vice President” or “Madam Vice President.” In situations of uncertainty, “Mr.” or “Madam Chairman” is also acceptable.
However, if the bylaws specify that the president appoints all committees, the vice president, when presiding, cannot appoint a special committee unless the bylaws allow for the suspension of this rule.
Secretary
Organizations require at least two officers per Robert’s Rules of Order: the president and the secretary. While some view the president as crucial, others argue the secretary holds equal importance due to responsibilities such as record-keeping, agenda preparation, correspondence handling, meeting notices, minute-taking, and other administrative tasks the organization assigns.
The secretary’s key responsibilities include:
- Maintaining organized records, including committee reports and an updated member list;
- Informing members of their election or committee appointment and providing necessary documents;
- Notifying members of their election or appointment as delegates at conventions and providing credentials;
- Signing minutes and certified acts of the organization unless the bylaws specify otherwise;
- Safeguarding official documents, including bylaws, rules, standing rules, correspondence, and minutes, and updating them following the amendment process;
- Sending meeting notices to members;
- Recording minutes for all business and board meetings, handling correspondence, and preparing meeting agendas unless the president prefers otherwise; and,
- Bringing necessary supplies to each meeting, including the minutes book, bylaws, rules, membership list, committee information, agenda, records, ballots, and other required items.
If officers have duties beyond those outlined in the adopted parliamentary authority, the bylaws or standing rules should specify these additional responsibilities.
Recording the Minutes of the Meeting
Minutes should focus on actions taken, not verbal exchanges or personal opinions. The assembly approves the minutes, and any corrections are addressed by making a motion to amend or by a general consent vote. The presiding officer and secretary often review the minutes for accuracy. Published minutes include a list of speakers, abstracts of their addresses, and complete committee reports.
The structure of the minutes should follow this order:
- Call to Order
- Approval of Previous Meeting’s Minutes
- Reports of Officers and Committees
- Special Orders
- Unfinished Business
- New Business
- Program and Announcements
- Adjournment and Secretary Signature
Approving and Correcting the Meeting Minutes
The minutes of the previous meeting are read right after the call to order and opening ceremonies. For quarterly assembly meetings, annual meeting minutes get approved at the next regular meeting or by a committee appointed.
Approval of minutes typically occurs by general consent, either as read or with corrections. Corrections can be made whenever an error is discovered, and a two-thirds vote is required for them after approval unless previous notice is given.
Corrections are made in the margin or above incorrect information for double-spaced minutes. Expunged material has a line drawn through it, ensuring it remains readable.
When approved, the secretary marks the word “approved” with initials and the approval date next to their signature or provides a designated line at the bottom of the page for the approval date.
Treasurer
The treasurer manages the organization’s finances, handling the receipt and distribution of funds. The bylaws outline general duties and responsibilities, while administrative duties are detailed in the standing rules. The complexity of the organization determines the extent of the treasurer’s responsibilities.
The duties of a treasurer are as follows:
- Receiving and depositing dues in the club’s bank account;
- Providing members with receipts for their dues;
- Paying the bills that the club has voted to pay (by writing checks or following whatever other process the organization has set up to pay bills);
- Reporting on the meetings;
- Keeping records that will allow a committee to audit the books at the end of the fiscal year;
- Balancing and reconciling the checking account;
- Preparing a budget;
- Payroll (in larger organizations);
- File applicable local, state, and federal taxes (in larger organizations); and,
- Bookkeeping and accounting (in larger organizations).
Robert’s Rules of Order: Board Members
The bylaws outline the authority and responsibilities of boards and limit their actions. Boards primarily serve as an organization’s administrative arm, conducting business between regular meetings.
Board membership details, including the quorum, vacancy procedures, and the number of members, appear in the bylaws. The bylaws also contain the board’s composition, often comprising officers, committee chairmen, and elected directors. Alternatively, elected members may form the board and elect their officers. Typically, the president and secretary serve on the board in the same capacity as regular membership meetings.
The same assembly orders and prescribed duties bind the board. The assembly may counteract any board action that the bylaws don’t explicitly authorize.
Understanding Closed and Open Board Meetings
Homeowners associations must follow open meeting laws. Under these laws, non-board members can attend their meetings, though participation is at the board’s discretion. Attendees can listen, observe voting, and access meeting minutes.
When boards permit audience discussion or comments, the presiding officer and the organization’s established rules guide them. The board can end the public discussion as needed. Moreover, participants are expected to address the presiding officer in a civil manner.
However, these organizations may need to convene in executive sessions, excluding the public. Board members should know the state statutes governing executive sessions to ensure compliance.
Can Ex Officio Board Members Vote?
Ex Officio board members hold certain positions because they are also officers. “Ex Officio” quite literally means “by virtue of office.” For example, the organization’s president may be a member of all committees because they are the president.
Suppose an ex officio board member is also a regular organization member. In that case, they have the same privileges as other board members, participating in quorum and engaging in motions, debates, and votes. However, if the ex officio member is not an organization member, they aren’t counted in the quorum but can still make motions, engage in debates, and vote.
In cases where the bylaws designate the president as an ex officio member of all committees, the president isn’t included in committee quorums due to logistical challenges. Nonetheless, if the president attends a meeting, they retain the right to make motions, discuss motions, and vote.
Robert’s Rules of Order Removal of Officer: Resignations
When an officer, board member, or committee chairman resigns from an organization, it usually happens for two main reasons. First, personal life demands or time constraints may make it challenging for the person to fulfill their duties, leading to resignation. Second, disagreements or conflicts within the organization may lead to a member stepping down.
A formal resignation letter, including the date, addressee, reason, and signature, is essential. Do not accept verbal resignations. Instead, the person should provide a written explanation. Every resignation should undergo a vote for acceptance. Once accepted, the vacant position needs to be filled immediately according to the bylaws.
If an officer decides to withdraw a resignation before a vote, it should be allowed, except if organizational rules or state statutes prohibit it. Resignations must go directly to the secretary and not circulate to all members, avoiding confusion and unnecessary speculation. Email resignations lacking a signature are not acceptable. Keeping the process streamlined helps prevent misunderstandings and maintains organizational stability.
Robert’s Rules of Order Officers Transition
Organizations must effectively transition their board and officers. It’s essential to ensure members are eager to serve on the board. Here are some tips to encourage enthusiasm:
- Organize training sessions for incoming officers.
- Listen to members and address their needs.
- Utilize and acknowledge the talents of all members.
Officers and board members must adequately transfer their roles to successors, providing necessary training and mentorship. Transition sessions should include:
- Facilitating meetings between outgoing and incoming officers to explain duties, share experiences, and hand over files
- Hosting training sessions to explain operations
- Offering individualized officer training
- Providing on-the-job training for tasks like conducting meetings, taking minutes, writing reports, and delivering presentations
Robert’s Rules of Order Officers Explained
Navigating the ins and outs of officer roles according to Robert’s Rules of Order can come as a challenge. Those in leadership roles, particularly in HOAs and condo associations, would benefit from hiring professional help.
