Nine Myths About Board Meeting Procedure Worth Debunking

Robert’s Rules of Order, authored by Henry Martyn Robert, is widely recognized as the standard parliamentary authority used by many organizations. However, there are several misconceptions surrounding board meeting procedures that need to be debunked. Ignoring or misapplying these procedures can lead to legal issues and embarrassment.

Firstly, it is a myth that parliamentary procedure doesn’t matter. Many associations have bylaws or governing documents that mandate the use of a parliamentary book. Disregarding these rules can result in lawsuits. Additionally, not all books titled “Robert’s Rules” are the official versions. The current edition, Robert’s Rules of Order Newly Revised, 12th Edition, should be followed.

Boards and membership meetings should follow different rules. Larger meetings require a formal approach, while smaller meetings can be less formal. Robert’s Rules recommend more relaxed rules for smaller boards, such as allowing members to raise a hand instead of standing and permitting discussions without a motion.

The notion that a second to a motion always matters is also a myth. In smaller bodies, a second is not required. Furthermore, not all matters require debate and a formal vote. Noncontroversial issues can be resolved through unanimous consent, speeding up the meeting process.

The maker of a motion does not have exclusive speaking rights, contrary to popular belief. After presenting the motion, they have the same speaking rights as other members. The term “old business” is incorrect and should be replaced with “unfinished business” to refer to specific carryover items from previous meetings.

Shouting “Question!” does not automatically stop debate. The motion to close the debate, known as the previous question, requires proper recognition by the chair and a two-thirds vote. Finally, the chair of the meeting is the servant of the assembly, and any member can raise a point of order if the rules are being violated. The assembly has the power to decide procedural issues through appeals.

Understanding and dispelling these myths about board meeting procedures will lead to more efficient and effective meetings, benefiting the organization as a whole.