Robert’s Rules Q&A

Plain-English answers to the questions chairs, board members, and clerks ask most — with what the chair says and the vote it takes.

• Is a vote taken by email binding on a board or council?

  Under Robert's Rules, an email vote isn't binding unless your bylaws allow it. Boards act only at proper meetings, but can ratify the action later.

• Are nominations from a nominating committee binding if the bylaws don't require one?

  No. Under Robert's Rules, a nominating committee only proposes candidates. Members can still nominate from the floor and vote for any eligible person.

• What business can a meeting conduct after losing its quorum?

  Once quorum is lost, a meeting can only adjourn, recess, set a time to continue, or try to get a quorum back. Any other action taken is not valid.

• How do you properly amend a motion during a meeting?

  To amend a motion, get the floor, move to insert, strike, or substitute words, and get a second. After debate, the group votes on the amendment by majority.

• When can an HOA board meet in executive session?

  Under Robert's Rules, a board can go into executive session by majority vote, but many state HOA laws limit it to topics like legal, personnel, and violations.

• How can a church congregation amend its bylaws using Robert's Rules?

  Follow your bylaws' amendment article. If none, Robert's Rules requires advance notice and a two-thirds vote, or a majority of the entire membership.

• What should be included in meeting minutes according to Robert's Rules?

  Under Robert's Rules, minutes record what was done, not what was said: motions, who made them, how they were decided, and the basic meeting details.

• Can a motion be tabled to avoid ever voting on it?

  No. Under Robert's Rules, tabling only sets a motion aside briefly for urgent business. To kill a motion, use postpone indefinitely or vote it down.