Organization members and leaders often seek answers to Robert’s Rules of Order FAQs. After all, the parliamentary guide is not always as clear-cut as people would like.
Answering Robert’s Rules of Order FAQs
Robert’s Rules of Order serve as an important guide for organizations. However, there are some topics that may require further clarification. Here are the answers to some of the most common Robert’s Rules of Order frequently asked questions.
Voting
Q: What constitutes a majority when determining voting results?
In this context, the term “majority” refers to more than half.
Q: What is a vote of no confidence?
The phrase “vote of no confidence” is neither utilized nor explicitly defined within Robert’s Rules of Order. There is no specific provision for such a motion in the manual.
However, this absence does not prevent an assembly from adopting a motion, should it choose to convey its confidence or lack of confidence in any of its officers, subordinate boards, or committees. Such a motion would be classified as a main motion, solely articulating the assembly’s sentiments. It’s essential to note that a vote of “no confidence” under Robert’s Rules does not result in the removal of an officer from their position.
Q: What are the essential requirements for a valid proxy vote?
Start by reviewing the state laws on proxy voting. Ensure compliance with state regulations, as they may specify procedures for proxy voting. Next, verify that your bylaws explicitly allow proxy voting.
Note that Robert’s Rules of Order generally discourage proxy voting. However, certain organizations, such as homeowners’ and condo associations, may find it beneficial.
When drafting bylaws for proxy voting, consider the following questions:
- How are proxies counted in the quorum?
- Will the proxy be general or limited? A general proxy allows the holder to vote as they see fit, while a limited proxy specifies the voter’s stance on specific issues.
- Who validates the proxy?
- What is the procedure for counting proxies when voting members are present?
- What form should the proxy take?
- Assess the necessity of proxy voting for your organization and its potential impact on meeting dynamics and member participation.
- Determine the proxy’s validity duration. Is it valid for one meeting or a short period?
- Is the proxy revocable?
Q: If a meeting lacks a quorum, can proxies be used to fulfill the quorum requirement for voting?
If an organization’s bylaws permit proxy voting, the quorum should be determined based on the attendance of members either in person or through proxies.
Q: Can the committee chair vote? What about ex officio committee members?
The committee chair has the right to vote as a regular member. Typically, the chair enjoys the same voting rights as other committee members. Similarly, ex officio committee members can vote. However, if the ex officio is not a member, they retain all privileges but none of the obligations and should not be counted in the committee or board quorum.
Q: Does a lack of bylaws mean abstentions default to a majority vote?
Following Robert’s Rules of Order means abstentions count as zero in organizations without bylaws. Without bylaws, a majority vote won’t consider abstentions, impacting the outcome.
Q: How should a tie in officer elections be resolved? Can the president cast a tie-breaking vote immediately, or should it wait until the meeting resumes?
According to Robert’s Rules of Order, the president always votes in a ballot vote, preventing them from breaking a tie. The correct procedure would be to announce the tie and continue voting until someone receives a majority. If the organization desires the president to cast a tie-breaking vote, they must wait until the result is announced before casting their ballot.
Q: In a roll call vote, what is the voting sequence? Does this order change for each motion?
The secretary conducts a roll call vote alphabetically, with the president’s name read last, affecting the vote. Members can vote yes, no, abstain, or present. If someone isn’t ready to vote, they can say “pass.”
After the initial roll call, those who passed get a second chance to vote. Members can also change their votes before the secretary tallies, and the president announces the results.
Q: Can an assembly mandate a vote threshold higher than a simple majority to approve a main motion, even if parliamentary law or the assembly’s rules of order do not require such a majority?
The assembly must initiate a motion to suspend the rules and alter the required vote to adopt a main motion. This motion necessitates a second and demands a two-thirds vote, as it involves modifying members’ rights.
Q: Are abstentions excluded from vote counts to determine the winner in an election that requires a majority?
Indeed, abstentions aren’t included in the vote count. You only need an absolute majority if your organization requires it. For instance, a rule stating a vote requires “a majority of the entire membership” may mean that an abstention could impede someone from securing a position.
Q: Under what instances or reasons can the president exercise voting privileges?
The president can vote to break or make a tie, cast a ballot vote, and participate in a roll call vote. However, the president refrains from voting in other situations to maintain impartiality, as their vote might influence other members.
The exception is in a secret ballot vote, where the president’s vote remains confidential. This prevents any undue influence. During a roll call vote, the president, if their vote affects the outcome, must vote and is called last. The president, however, has the option to abstain.
Note that the president can only break a tie if they haven’t previously voted. For instance, if the president votes in a ballot and it results in a tie, they cannot break it, having already voted.
Q: What happens if the president’s vote leads to a tie on a motion?
If the president’s vote creates a tie, the motion is defeated. Following Robert’s Rules of Order, the president is permitted to vote in scenarios where their vote can result in a tie, break a tie, or influence the outcome, particularly in achieving or preventing a two-thirds vote. While members can’t compel the president to vote if they prefer impartiality, in a tie situation, the motion is lost, as a tie vote doesn’t constitute a majority.
A tied motion means defeat, but parliamentary rules prevent revisiting the same question unless members reconsider voting. Reconsideration requires a member from the prevailing side to move for reconsideration. Alternatively, the motion can be reintroduced as a new main motion at the next meeting.
Q: What’s the proper procedure when someone enters late during a vote?
The proper procedure is to continue with the vote. Interruptions can only occur before any member votes, except during the counting of a ballot vote. Members arriving late should not expect a halt in proceedings.
Secretary’s Duties and Meeting Minutes
Q: What can the board do about an uncooperative secretary? Can the board remove the current secretary and replace them?
The secretary must collaborate with all board members and serve the organization. Procedures for removing an uncooperative secretary or any officer failing in their duties should appear in the organization’s bylaws. Without such provisions, the board must conduct a removal trial.
If the bylaws dictate a removal process, follow those guidelines. Alternatively, the election can be rescinded if the bylaws state the officer serves until a successor is elected. This requires prior notice and a majority vote, or without prior notice, a two-thirds vote or majority of the entire membership. Once removed, the vacancy can be filled by an election at the same meeting.
Q: What should the meeting minutes look like? Do minutes take a different form depending on the type of meeting?
The general form of minutes remains consistent mainly across different meetings, focusing on recording actions taken rather than verbatim discussions. If any of these organizations publish minutes, a verbatim record may be required, necessitating a tape recorder. Check with the Secretary of State’s office in the state of incorporation for specific legal guidelines on meeting minutes.
In crafting minutes, consider their role as a legal document. Background information may be crucial for explaining actions taken. Confirm if guidelines exist for your private company’s minutes. Recording methods like counting, roll call, or ballot votes can provide evidence of a present quorum.
President’s Role and Duties
Q: Does the board president possess the authority to block an issue from being presented before the board?
No, the president can’t do this unless a written rule states otherwise. The president can deem a motion out of order if it contradicts the bylaws, corporate charter, or national, state, or local laws. Alternatively, the president can “object to consideration of the question,” but it does not prevent the motion from reaching the board. The remaining board members must vote on this motion.
Q: Can the board president deny permission to speak at a board meeting to a guest who is a member?
Typically, board meetings are conducted in executive session (except for HOAs), allowing only board members to attend. A guest would require an invitation from the board or an open meeting policy to participate. If invited, the guest may speak on a specific issue and answer questions, but they cannot partake in the debate after their input.
Q: If the president refuses to include specific items on the agenda, can a member bring them to the floor?
A member can bring items to the floor if the president omits them from the agenda. The agenda serves the organization’s collective needs, not the president’s preferences. The president’s role is to lead impartially, following a standard order of business like the one in Robert’s Rules of Order. Unfinished business, if any, should be part of the agenda. If the president overlooks it, a member can raise a parliamentary inquiry to address any unfinished business from the previous meeting.
Q: Can members conduct business officially after a meeting adjourns?
No. The actions taken after an official adjournment are unethical and undemocratic. Any business conducted after the adjournment is considered null and void.
Q: Can a president propose or second a motion?
It depends on the context. In a board meeting with fewer than 12 members (unless stated otherwise in the rules), a president can make motions, second them, discuss them, and vote on them. In a general membership meeting, the president is expected to remain impartial and should refrain from making or seconding motions.
However, there are exceptions. For instance, if the treasurer presents a bill for payment, the president can facilitate the motion and vote to expedite the process. Another situation where a president can propose a motion is stepping down from the chair, allowing the vice president to preside until the motion is dealt with. It is generally advisable for the president to find another willing member to present the motion.
Q: Does the chair always have the last word in discussions?
Not in most circumstances. However, there is an exception regarding a debatable appeal to the chair’s ruling. In such cases, parliamentary rules grant the presiding officer the first and last right to speak to the appeal. The presiding officer also has the last word when declaring, “The meeting is adjourned,” but only if the other members agree on adjourning.
Nominations and Elections
Q: Is a second required to nominate someone?
No, a second is not required. On a ballot, you can write the name of any eligible member for consideration. Robert’s Rules of Order also clarifies that a person does not need to be nominated to be elected. Therefore, through a write-in campaign on a written ballot, someone can secure a position.
Q: Are any rules preventing someone from running for two offices simultaneously?
Unless the organization’s bylaws explicitly prohibit it, there is no general parliamentary prohibition against a person being nominated for more than one office. However, the convention is that members typically hold only one office at a time. If a member is elected to two offices and is present during the election, the member should choose which office to serve. In the member’s absence, the other members can decide which office they want the member to serve.
Q: After closing the floor for nominations, can the president reopen the floor? If so, under which circumstances or for what reasons?
According to Robert’s Rules of Order, a majority vote for any reason may reopen the floor for nominations. A member must motion to reopen the nominations, or the chair can assume a motion.
Q: Does the nominating committee exclusively have the right to nominate an officer, or can a member also make a nomination?
Refer to your organization’s bylaws for details on the nominating and electing process. In general parliamentary terms, any member should be able to nominate an officer.
Q: What does a “slate” mean in elections?
In parliamentary terms, a “slate” signifies a nominee for each office. If you elect three offices — president, secretary, and treasurer — a single slate includes one nominee for each office. A multiple slate consists of more than one nominee for each office.
Other Officers
Q: What exactly does the board chairman do?
If your bylaws do not specify the chairman of the board’s duties, their primary responsibility is to preside over the board meetings. The association president typically conducts the membership meetings.
Q: Does the parliamentarian possess voting rights on motions? Can they participate in discussions on motions?
If the parliamentarian is not a member of the organization, they are not entitled to vote or engage in debates on motions. If the parliamentarian is a member and sits near the president, they cannot make motions, discuss motions, or vote. The parliamentarian is viewed as an authority figure, expected to remain impartial and not influence the vote. However, suppose the parliamentarian is a member and sits with the assembly during meetings (without advising the chair). In that case, they may have the right to make motions, participate in discussions, and vote.
Q: Can you withdraw a resignation after submitting it?
Like any motion, you can withdraw a resignation before the chair introduces it to the assembly for consideration. Before the chair states the question on its acceptance, the resignation can be withdrawn without requiring the assembly’s consent. However, once the resignation has been presented to the assembly for approval, it can only be withdrawn with the assembly’s permission.
Ex Officio Officers and Members
Q: What are ex officio members?
Adopting a parliamentary authority, such as Robert’s Rules of Order is important. This will guide you in defining an ex officio member. Typically, an ex officio member becomes part of an organization by virtue of holding a specific office. For instance, the president of an organization might serve as an ex officio member on a board or committee.
If you wish to include someone from the community with relevant expertise as an ex officio member on your board, that individual will cease to be a member if they leave their position. Furthermore, their successor would assume the ex officio membership.
Q: Can ex officio members vote?
An ex officio member enjoys full membership rights, including making motions, engaging in debates, and casting votes. Ex officio members who are also regular members of the organization are counted in the quorum. Those not organization members are not included in the quorum count but still retain their membership rights.
Q: Do ex officio members contribute to the quorum?
If the ex officio members are also organization members, they are considered part of the quorum and possess the right to make motions, participate in debates, and cast votes. On the other hand, if the ex officio members are not organization members, they still retain the right to make motions, engage in debates, and vote, but they are not included in the quorum count.
Quorum
Q: What is the minimum number required to convene a board meeting?
The specific quorum for your board of directors’ meetings should be outlined in your bylaws. If not, Robert’s Rules of Order indicates that a quorum constitutes a majority of all the members, meaning more than half.
Q: Does a quorum remain intact when members leave the meeting?
No. While a quorum is presumed to persist once established at the beginning of a meeting, this assumption holds only until the chair or any member brings to the assembly’s attention the absence of a quorum. If the chair observes the lack of a quorum, it is imperative to declare this status, especially before voting or addressing new motions. Any member who notices the apparent absence of a quorum should promptly raise a Point of Order when another person is not speaking.
Meetings
Q: Can you hold meetings via teleconference?
If your bylaws allow it, you can hold board meetings via teleconference or videoconference. You must ensure that all participating members can hear each other simultaneously if permitted. Additionally, specific rules should be established to outline the necessary equipment for participation, procedures for seeking recognition, obtaining the floor, submitting written motions, ascertaining the presence of a quorum, and conducting and verifying votes.
Q: Can members add items to the agenda?
If the agenda is not adopted at the beginning of the meeting, any member can add items by making a motion to include an agenda item when the chair calls for new business. If the agenda is initially adopted by a majority vote, a two-thirds vote is necessary to amend it by adding any new items.
The purpose of an agenda is to maintain order, keep the meeting on track, and expedite business. While the agenda should be flexible, allowing members to bring business before the assembly, it should not prevent them from doing so. Only items requiring notice can be added.
Adopting an agenda may be beneficial if the meeting time is short, expediting business completion. However, an agenda should not be adopted to exclude ideas, and the president should avoid imposing personal agendas on members. The president’s role is to preside and uphold members’ rights, allowing all members to bring business before the board.
Q: Can the committee chair make a motion during the committee meeting?
The chair can make motions, debate them, and vote during committee meetings. In committees smaller than 12, the chair is often the most active participant. Formal meeting rules apply if the committee is larger, limiting the chair’s role in motions and debates.
Q: If a board member has a conflict of interest, should they leave the meeting during the time the area of conflict is under discussion?
A member with a conflict of interest should abstain from discussing and voting. While no rule requires the member to leave the room, they should not participate in the discussion or vote. If the member’s presence is needed for a quorum, the absence affects the board’s ability to vote on the issue.
Q: Can voting happen in an executive session?
Yes, voting can happen in an executive session. Executive sessions happen behind closed doors, but they are not restricted through other means. However, certain organizations, such as HOAs, may have additional restrictions.
Motions
Q: Does a debate on a motion immediately halt if a member calls the question?
No. To stop a debate, a member must follow a specific procedure. They must first gain the floor by being officially acknowledged to speak by the chair and propose the motion for the Previous Question. This motion requires a second and must be approved either by a two-thirds majority vote or through unanimous consent.
It is not permissible to disrupt a speaker by interjecting with exclamations like “Question” or “Call the Question.” Even without a current speaker, it remains imperative to seek formal recognition before proceeding with the motion.
Q: Does a resolution need to have a second?
A resolution, a formal expression of a main motion, requires a second if a single member proposes it. However, if a committee of more than one member votes to present a resolution to the membership, it does not need a second.
Q: If a motion has been rejected, can members bring the same motion before the membership to vote on it again?
Generally, a defeated main motion cannot be reintroduced at the same meeting unless someone from the prevailing side moves to reconsider the vote or if circumstances change. However, members can bring up the motion again at a subsequent meeting, a process known as renewing the motion.
Q: What words do you say to make a motion?
When making a motion, a person should use phrases like “I move to…” or “I move that…” followed by a clear statement of the desired action. The chair then calls for a second by saying, “Is there a second to the motion?” If there is a second, the chair opens the floor for debate or discussion on the motion.
Q: Do you need to vote on a motion to table something that has already been seconded?
A vote is required for all motions made and seconded, including the motion to lay on the table. The motion to table, known as the motion to lay on the table, should be voted on immediately, without debate. It is essential to differentiate between this motion and the motion to postpone, which requires a second, is debatable, and is used to delay the motion later. The motion to lay on the table is undebatable and should be used only for temporary set-asides of urgent business.
Robert’s Rules of Order FAQs Answered
Navigating Robert’s Rules can be challenging, as the parliamentary guide is not always crystal clear on every aspect. This compilation of answers to Robert’s Rules of Order FAQs provides valuable insights into various nuances of parliamentary procedure.
