Posted on June 12, 2024

Effective governance is crucial for any organization, especially nonprofits. 

Robert’s Rules of Order provide a structured framework to ensure meetings are conducted fairly, efficiently, and democratically. 

For small boards, these rules are invaluable in maintaining order, encouraging participation, and making informed decisions. 

Implementing Robert’s Rules can transform how small nonprofit boards operate, leading to more productive meetings and better outcomes. 

This article will cover the basics of Robert’s Rules of Order, focusing on their benefits, fundamental principles, the role of the chair, and the procedure for handling motions.

 By the end, you will have a clear understanding of how to apply these rules to improve your nonprofit board's effectiveness.

Benefits of Robert’s Rules of Order

Robert’s Rules of Order offer numerous advantages, especially for small nonprofit boards. 

These guidelines create a structured environment that ensures meetings proceed smoothly and democratically. 

Key benefits include justice and courtesy for all, maintenance of order, consideration of one item at a time, and protection of minority rights.

Here are some of the key benefits in more detail:

1. Ensuring Fair Participation

Robert’s Rules guarantee that all board members have an equal opportunity to participate and be heard, ensuring a fair and democratic process.

2. Maintaining Order

These rules help keep meetings organized and focused on the agenda, preventing chaos and ensuring efficient use of time.

3. Focusing on One Item at a Time

By considering one topic at a time, the rules help avoid confusion and inefficiency, keeping discussions clear and focused.

4. Protecting Minority Rights

Respecting and considering minority opinions ensures that all members' rights are upheld, fostering a balanced decision-making process.

Fundamental Principles

Several fundamental principles underpin Robert’s Rules of Order, ensuring fair and orderly meetings. 

These principles are particularly beneficial for small boards within nonprofit organizations, fostering a democratic environment where every member’s voice counts.

Here are some of the key benefits in more detail:

• Quorum Requirements: A minimum number of members must be present for any official business to be conducted, ensuring adequate representation for decisions.

• Equal Rights for All Members: Every member has the same rights, privileges, and obligations, creating a level playing field for everyone to contribute equally.

• Recognition by the Chair: Members must wait to be recognized by the chair before speaking, maintaining order and ensuring everyone has a fair chance to contribute.

• Relevant and Focused Debate: Personal remarks or side discussions during debates are out of order, keeping discussions relevant to the motion at hand and productive.

• Single-Issue Focus: Only one issue is considered at a time, preventing confusion and ensuring focused deliberations, which are critical for small boards.

Role of the Chair

The chair is crucial in ensuring meetings run smoothly and according to Robert’s Rules of Order. 

For small nonprofit boards, the chair’s responsibilities are pivotal in maintaining order and facilitating fair discussion and decision-making.

Here’s an overview of the chair’s key responsibilities:

• Introducing Business: The chair follows the agenda to introduce items in the correct order, keeping the meeting on track and organized.

• Recognizing Speakers: By recognizing speakers in turn, the chair ensures that discussions proceed in an orderly fashion, allowing each member a chance to speak.

• Deciding Order: The chair determines if motions are in order and keeps discussions focused on the pending motion, ensuring the meeting stays on track.

• Maintaining Decorum: The chair maintains decorum and ensures that the meeting remains organized and respectful.

• Conducting Votes: The chair puts motions to a vote and announces the results, ensuring transparency and clarity in decision-making.

Handling a Main Motion

Understanding the procedure for handling a main motion is crucial for small boards. 

This process ensures that all motions are given due consideration and that decisions are made democratically, allowing for thorough discussion and informed voting.

Here are the steps involved:

1. Obtaining the Floor

A member must be recognized by the chair before speaking, ensuring orderly participation and respect for the meeting structure.

2. Proposing a Motion

The member proposes a motion, formally bringing an issue before the board for consideration and discussion.

3. Seconding the Motion

Another member must second the motion, indicating that at least two members support discussing it, ensuring the motion is worth considering.

4. Stating the Motion

The chair restates the motion to ensure everyone understands what is being proposed, promoting clarity and informed discussion.

5. Opening Debate

The motion is opened for debate, with the maker of the motion having the right to speak first, setting the stage for discussion.

6. Conducting Debate

Members discuss the motion, adhering to rules of debate to ensure orderly and respectful discussions, essential for productive meetings.

7. Closing Debate

Debate is closed when discussion ends or by a two-thirds vote to close it, ensuring that all viewpoints have been considered.

8. Voting on the Motion

The chair restates the motion, clarifies the consequences of affirmative and negative votes, and calls for a vote, ensuring that all members understand the implications of their vote.

9. Announcing the Results

The chair announces the outcome of the vote, ensuring that all members are informed of the decision and next steps.

Rules of Debate for Small Boards

Effective debate is crucial for making informed decisions. 

For small boards, adhering to specific rules can ensure productive and respectful discussions, fostering a collaborative and effective decision-making environment.

Consider the following guidelines:

• Staying Relevant: All discussion must be relevant to the immediately pending question, keeping debates focused and productive, essential for efficient meetings.

• Limiting Speaking Turns: Members should not speak more than twice to each debatable motion, allowing for diverse viewpoints to be heard and preventing domination by a few voices.

• Addressing the Chair: All remarks should be directed to the chair, preventing cross-debate and maintaining order, ensuring discussions remain respectful and focused.

• Focusing on Issues: Debates should address issues, not personalities, fostering a respectful and constructive environment where ideas are evaluated on their merits.

• Alternating Views: When possible, the chair should alternate between speakers supporting and opposing the motion, ensuring a balanced discussion and considering all perspectives.

• Respecting the Assembly: Members should avoid disrupting the meeting, maintaining respect for the collective process and ensuring the meeting proceeds smoothly and efficiently.

• Modifying Rules: Rules of debate can be changed by a two-thirds vote or general consent, allowing flexibility when needed and ensuring the board can adapt to specific circumstances.

Related - Operational Compliance: The Ongoing Obligation

Wrapping Up

Implementing Robert’s Rules of Order is essential for maintaining a fair and orderly meeting environment. 

These rules ensure that all members have an equal opportunity to participate, keeping discussions relevant and productive. 

By adhering to these guidelines, nonprofit boards can make more informed decisions and foster a democratic process that respects all viewpoints.

While understanding and applying Robert’s Rules of Order can transform your board meetings, exploring options and consulting with professionals can provide additional insights and support. 

At Nonprofit Law and Leadership Inc., we specialize in providing comprehensive governance solutions for nonprofit organizations. 

With unrivaled expertise in nonprofit law and leadership, we offer a range of services, including pro bono and low bono options. 

Our commitment to supporting 501(c)(3) charities with tax-deductible donations ensures that your organization can thrive with the right legal and leadership support.

We invite you to take advantage of our free initial consultation to discuss how we can assist your nonprofit board. 

Whether you need help with implementing Robert’s Rules of Order or any other governance issues, our team is here to provide the guidance and support you need.

Contact Us for Expert Help

You can also email us at [email protected] to learn more about our services and how we can help your nonprofit succeed.