Robert’s Rules of Order

A User Guide for Board Members

1. Purpose of Robert’s Rules of Order

Robert’s Rules of Order is a standardized system of parliamentary procedure. It provides fairness, structure, and efficiency during meetings by ensuring that all board members have an equal voice, decisions are made democratically, and official records reflect the process correctly.

2. Key Principles

•  Majority Rules – Decisions are made by the majority vote of board members present.

•  Minority Rights – Even if outvoted, the minority has the right to be heard and recorded.

•  Equal Rights – All members have equal opportunity to speak, propose motions, and vote.

•  Orderly Process – One topic is discussed at a time, and personal remarks are avoided.

3. Structure of a Meeting

  • Call to Order – Meeting begins officially.

  • Roll Call / Quorum – Confirm enough members are present to conduct business.

  • Approval of Minutes – Review and approve prior meeting minutes.

  • Reports – Officers, committees, or management present updates.

  • Unfinished Business – Items carried over from prior meetings.

  • New Business – New motions, proposals, or decisions.

  • Adjournment – Official close of meeting.

4. Motions: The Core of Action

Motions are how decisions are made.


Types of Motions:

    • Main Motion – Introduces new business.

    • Amendment – Changes wording of a motion.

    • Point of Order – Calls out a rule violation.

    • Table/Postpone – Delays discussion.

    • Adjourn – Ends the meeting.

Steps to Make a Motion:

1. Seek Recognition – Raise your hand and wait for the chair to acknowledge you.
2. State the Motion Clearly – “I move that…”
3. Second the Motion – Another member must support it.
4. Discussion/Debate – Members discuss merits.
5. Vote – Chair calls for vote: voice, show of hands, or ballot.
6. Result Announced – Chair declares motion passed or failed.

5. Voting Methods

  • Voice Vote – “Aye” or “No.”

  • Show of Hands – Visible majority.

  • Roll Call – Each member’s vote is recorded.

  • Ballot – Written and confidential.

6. Common Phrases to Know

  • “I move that…” – Propose an action.

  • “I second the motion.” – Support for discussion.

  • “Point of order.” – Call attention to a rule violation.

  • “Call the question.” – End debate and vote.

  • “Division.” – Request a counted vote.

7. Tips for Board Members

  • Stay on topic—only one motion discussed at a time.

  • Be respectful—no interruptions or side conversations.

  • Keep motions concise and specific.

  • Use Robert’s Rules as a guide, not a weapon.

  • Document everything—decisions must be reflected in the minutes.

8. Quick Reference Flow

  • Motion made → Seconded → Discussion → Vote → Result.

  • Chair keeps order, ensures fairness, and records outcomes.

  • Members exercise rights responsibly.

Remember: Robert’s Rules is not meant to complicate meetings, but to make them fair, efficient, and transparent.