It is imperative to follow Robert’s Rules of Order when you make a motion at a meeting. This applies not only to business organizations but also to homeowners associations. Adhering to the procedural steps when presenting, discussing, and voting on a motion is integral to maintaining order and clarity.
What Are Robert’s Rules of Order to Make a Motion?
Crafting an effective motion in accordance with Robert’s Rules of Order involves including essential details and framing the wording positively. For instance:
Member: “Mr. President, I move that we hold a yard sale on Tuesday, January 24, at 1:00 p.m. at the community clubhouse.”
Ensuring the motion covers key information such as who, when, where, and what is crucial. Additionally, it is beneficial to make the motion in writing to the chair or HOA president. This practice aids in accurately stating the motion and ensures precision in recording the meeting minutes.
Robert’s Rules of Order on How to Present a Motion
After the presentation of the motion, the following steps take place:
1. A member rises to address the chair, choosing the appropriate title:
Member: “Mr. President [or Madam President]”
2. The chair acknowledges the member, either by stating their name or with a nod. The member articulates the motion, saying “I move to…” or “I move that…”
Member: “I move to that we hold a yard sale on Tuesday, January 24, at 1:00 p.m. at the community clubhouse.”
3. Another member seconds the motion. The President may ask if anyone would like to second it if no one seconds it. To second a motion, say:
Member: “I second the motion.”
4. The chair reaffirms the motion and introduces it to the assembly:
President: “It is moved and seconded that we hold a yard sale on Tuesday, January 24, at 1:00 p.m. at the community clubhouse. Is there any discussion?”
5. Members are now allowed to deliberate or discuss the motion. Once the discussion concludes, the chair proceeds to a vote:
President: “All those in favor say ‘Aye.’ Those opposed say ‘No.'”
6. The chair declares the vote results and designates the individual responsible for implementing the action upon adoption.
President: “The ayes have it, and the motion is carried. We will hold a yard sale on Tuesday, January 24, at 1:00 p.m. at the community clubhouse. The Social Committee will take care of the details.”
or
President: “The noes have it, and the motion is lost. We will not hold a yard sale on Tuesday, January 24, at 1:00 p.m. at the community clubhouse. Is there further business?”
Discussing a Motion
In a meeting, members hold the right to discuss a main motion. Once the president invites discussion, members can express their views on the proposed idea, providing reasons for or against it.
The individual proposing the motion has the initial opportunity to address it. This involves standing, addressing the president, gaining the floor, and speaking to the motion. After completing their remarks, the member sits down, allowing others to express their opinions in favor or opposition.
Each member has a chance to speak, waiting their turn, and cross-talk or direct mention of other members is discouraged. Members must make all statements courteously and direct them through the chair.
Typically, members can speak twice on a debatable motion in most meetings. However, if another member wishes to speak for the first time, a second turn may not occur. In general, members can’t speak against their motion. However, they can vote against it if their stance changes after hearing the discussion.
When addressing a motion they haven’t made, members often begin by stating, “I speak for the motion” or “I speak against the motion,” indicating their position. This practice helps maintain balance in the debate, and the president ensures impartial floor assignment.
Discussion persists until the president perceives that the membership is ready to proceed to the voting phase.
Voting on a Motion
After allowing time for discussion, the president proceeds to call for a vote on the motion. Typically, voting occurs through a voice vote, where a majority is needed to adopt main motions. The president declares the outcome based on the majority response. The president accepts the result as it stands without explicitly seeking abstentions.
In cases of doubt or if a member questions the voice vote, the member can call for a division, requesting a counted vote. The president then retakes the vote as a rising vote, asking members to stand. The outcome is determined based on a visual judgment, with the president declaring either the affirmative or negative result.
For additional voting methods, such as general consent, a show of hands, rising vote, or ballot, the chair has the discretion to choose. If a member wishes to move for a ballot vote for confidentiality or accuracy, the motion is made by rising, addressing the chair, and stating:
“Mr. President, I move that this vote be taken by ballot.”
The motion requires a second. It is not debatable and must pass by a majority vote to proceed with a ballot vote. If the majority opposes, the chair announces:
“The noes have it, and the vote will not be taken by ballot.”
What Are Motions Out of Order?
There are instances when a member proposes a main motion that contravenes established rules. In such cases, the presiding officer has an obligation to declare the motion out of order. If this oversight occurs, any meeting attendee has the right to bring it to the officer’s attention.
According to Robert’s Rules of Order, to make a motion, it must adhere to the following criteria:
- Conformity with federal, state, and local laws;
- Adherence to the governing documents;
- Alignment with the HOA’s jurisdiction, unless there’s a collective vote allowing consideration;
- Consistency with other motions that have been adopted and are still in effect, unless modified or rescinded;
- Substantial differentiation from motions rejected during the same meeting; and,
- Harmony with or substantial deviation from a question temporarily set aside that remains under control.
What Are Resolutions?
A resolution is a formal approach to propose a motion, following the same procedural steps as any other main motion. Regular motions require a second motion and approval through a membership vote. The distinctive feature of a resolution is that it is formally presented in writing by the members.
Moreover, members have the option to include a preamble preceding the resolution. This preamble explains the proposal’s context, offering background information and articulating the reasons compelling the HOA to deliberate on the motion.
Following Robert’s Rules of Order to Make a Motion Properly
As you can see, a correct structure exists for presenting, discussing, and voting on motions at meetings. Homeowners associations would benefit from adhering to this structure to ensure effective and efficient business operations. Of course, making motions and following Robert’s Rules, in general, can come as a challenge for inexperienced board members.
