Robert’s Rules for Small Boards: Stop Boardroom Chaos!

Robert’s Rules for Small Boards: A Guide to Order and Efficiency

When a small board operates smoothly, decisions are made efficiently and everyone feels heard. But without a clear structure, meetings can quickly devolve into unproductive chaos. Understanding and applying Robert’s Rules of Order Small Boards is key to preventing this. This guide provides a practical framework for using Robert’s Rules to improve your small board meetings.

What Are Robert’s Rules of Order?

Robert’s Rules of Order Newly Revised (RONR) is a widely recognized manual of parliamentary procedure. It provides a standard set of rules for conducting meetings and making decisions in an organized and democratic way. While the full RONR is quite comprehensive, specific adaptations and simplified procedures are recommended for small boards.

Why Use Robert’s Rules for Small Boards?

• Fairness and Equity: Ensures all members have an equal opportunity to participate and be heard.
• Orderly Meetings: Prevents rambling discussions and keeps the meeting focused on the agenda.
• Efficient Decision-Making: Streamlines the process for proposing, discussing, and voting on motions.
• Protection of Minority Rights: Safeguards the rights of individual members, even those who hold minority opinions.
• Legitimacy and Transparency: Creates a clear and documented process that builds trust and confidence in board decisions.

Adapting Robert’s Rules for Small Boards: Key Differences

Small boards (typically fewer than 12 members) can benefit from a more relaxed and informal application of Robert’s Rules. Here are some common adjustments:

• Chair’s Participation: The chair can participate freely in discussions and propose motions, unlike in larger assemblies where the chair primarily facilitates.
• Informal Discussions: Board members don’t always need to formally obtain the floor before speaking. Short, informal discussions are often encouraged.
• Simplified Motions: Complex motions can be simplified, and the chair can help clarify the intent of a motion.
• Unanimous Consent: Minor or uncontroversial issues can be resolved by unanimous consent, without a formal vote. This saves time and streamlines the process.

A Note on Quorum:

A quorum is the minimum number of members needed to be present for a meeting to be valid and for decisions to be binding. Your organization’s bylaws should specify the quorum. If the bylaws are silent, a majority of the members constitutes a quorum.

Essential Motions for Small Boards

Understanding the basic types of motions is crucial for effective meetings. Here’s a simplified overview:

• Main Motion: Proposes a new idea or action. It must be seconded, debated, and voted on.
• Subsidiary Motions: Change or affect the main motion. Examples include:
  • Amend: Modifies the main motion.
  • Postpone: Delays consideration of the main motion.
  • Refer to Committee: Sends the motion to a committee for further study.
• Privileged Motions: Deal with urgent matters related to the meeting itself. Examples include:
  • Adjourn: Ends the meeting.
  • Recess: Takes a short break.
• Incidental Motions: Address procedural questions or issues. Examples include:
  • Point of Order: Raises a question about a violation of the rules.
  • Withdraw a Motion: Allows the proposer to remove a motion from consideration.

Here is a helpful table showing some of these key motions:

Motion	Purpose	Requires Second	Debatable	Vote Required
Main Motion	To introduce a new item of business	Yes	Yes	Majority
Amend	To change a motion	Yes	Yes	Majority
Postpone	To delay discussion of a motion	Yes	Yes	Majority
Refer to Committee	To assign a motion to a committee for investigation and/or recommendation	Yes	Yes	Majority
Adjourn	To end the meeting	Yes	No	Majority
Point of Order	To call attention to a violation of the rules	No	No	Chair Decides
Withdraw a Motion	To allow the proposer to remove a motion	No	No	No Vote Required (if before debate)

Conducting a Meeting: A Step-by-Step Guide

Following a structured agenda and adhering to basic parliamentary procedure can transform your board meetings. Here’s a simplified process:

1. Call to Order: The chair officially begins the meeting.
2. Roll Call/Attendance: The secretary records who is present, confirming quorum.
3. Approval of Minutes: The board reviews and approves the minutes from the previous meeting.
4. Reports: Committees or individuals present reports on their activities.
5. Unfinished Business: Matters from previous meetings that require further attention are discussed.
6. New Business: New topics and motions are introduced and debated.
   • A member makes a motion.
   • Another member seconds the motion.
   • The chair states the motion clearly.
   • The motion is debated.
   • The chair calls for a vote.
   • The chair announces the result of the vote.
7. Announcements: Important announcements are made.
8. Adjournment: The chair adjourns the meeting.

Tips for Effective Use of Robert’s Rules in Small Boards

• Keep it Simple: Focus on the essential rules and avoid overly formal procedures.
• Educate Members: Provide training or resources to help board members understand basic parliamentary procedure.
• Be Flexible: Adapt the rules to fit the specific needs and culture of your board.
• Communicate Clearly: The chair should ensure everyone understands the motion being discussed and the voting process.
• Focus on Collaboration: Use Robert’s Rules to facilitate productive discussions and reach consensus whenever possible.
• Use a Pre-determined Agenda: Circulate the agenda in advance to give members time to prepare.
• Document Decisions: Maintain accurate minutes to record decisions made and actions taken.

So, feeling a bit more confident about wrangling your small board with robert’s rules of order small boards? Hopefully, this has given you a few useful tools to make your meetings less of a headache. Good luck out there!