At meetings, HOA board motions provide a structured way to propose, discuss, and vote on decisions. Yet, there are certain rules and procedures that association boards must follow. Understanding these rules is the first step in ensuring smooth and productive meetings.
What are HOA Board Motions?
An HOA board motion is a formal proposal that a director of a homeowners or condo association makes to take a specific action.
The purpose of a motion is to provide structure to a meeting. Without it, discussions can veer away from the topic, and participants can go off long tangents. Board motions help keep the discussion focused and ensure fairness by giving every director an equal chance to voice their thoughts.
Motions are a staple of meeting procedures. Some communities have their own rules governing motions, but most adhere to Robert’s Rules of Order. It is best to refer to the association’s CC&Rs and bylaws to understand the rules and procedures for meetings.
What are the Rules for Making a Motion at a Board Meeting?
To make a motion at an HOA board meeting, directors must meet quorum, understand the difference between main and secondary motions, wait for recognition, and fulfill voting requirements. Let’s discuss these below.
1. Quorum Requirements
A quorum is the minimum number of board members that must be present to conduct official business. Motions generally can’t pass if there is no quorum. Requirements vary depending on the association’s governing documents.
2. Main vs. Secondary Motions
A main motion introduces new business, while secondary motions change the wording of the active motion. One example of a secondary motion is a motion to amend.
3. Waiting for Recognition
Members who wish to speak must first obtain the floor. This involves raising their hand or standing up to ask the chair for permission to speak. The chair of the meeting is typically the HOA president.
The member must then wait until the chair formally acknowledges them before taking the floor. Generally, the chair of the meeting will call on them by name or nod in their direction as acknowledgement.
That said, there are some exceptions to this rule. Seconding a motion doesn’t need formal recognition. They can simply shout, “Second!” without waiting for acknowledgement. Some communities, particularly small ones with very few participants, drop this practice altogether.
4. Voting Requirements
To pass a standard action, the board must meet the voting requirement. In most cases, a simple majority of the board is sufficient, but some decisions may have other thresholds depending on the governing documents.
How to Make HOA Board Meeting Motions
The process for making a motion generally follows five simple steps: make the motion, second the motion, debate the motion, vote on the motion, and announce and record the motion. Let’s break down each step below.
1. Make the Motion
First comes the proposal. A board member makes the motion by stating it outright. For example, “I move that we approve the pest control project for $2,000.”
2. Second the Motion
Another board member must second the motion to show support. This must be done verbally, without the need for acknowledgement from the meeting chair. Simply saying, “I second the motion,” is enough.
Of course, if no one seconds the motion, then it immediately fails. The meeting moves on.
3. Debate the Motion
If the motion is seconded, the chair of the meeting then opens the floor for discussion. The board must consider the details of the proposal, including its cost, timeline, pros, and cons. It helps to repeat the motion before entering debate, just so everyone is clear on the topic.
4. Vote on the Motion
After the discussion, board members cast their votes. The chair calls for this vote, either by a show of hands or calling on the yays and nays.
5. Announce and Record the Motion
Following the vote, the chair declares whether it passed or failed. The secretary then documents the motion and the final count in the meeting minutes.
Common Types of HOA Board Motions
While there are numerous motions that board members can potentially make at a meeting, the most basic ones include the main motion, a motion to amend, a motion to table, a motion to refer, and a motion to adjourn. Let’s discuss each type below.
- Main Motion. This introduces a new item of business, such as approving a contract or hiring a manager.
- Motion to Amend. A motion to amend modifies the wording of the current motion.
- Motion to Table. This motion postpones the decision until a later meeting, typically to address a more urgent issue.
- Motion to Refer. A motion to refer passes on the issue to a committee, manager, or particular person so they can conduct more research on it.
- Motion to Adjourn. This motion ends the meeting.
Can the President of an HOA Make a Motion?
Yes, the president of an HOA can generally make a motion, but specific rules and procedures depend on the association’s bylaws.
The HOA president is a full member of the board, which means they have the same rights as other directors. Unless the governing documents say otherwise, they can propose business by making a motion.
Smaller boards, in particular, allow the presiding officer to actively take part in discussions and votes. This includes making a motion or proposing new business.
Informal procedures tend to be more common in small boards, but it is also a matter of practicality. Too much formality can slow down the meeting. Plus, making a motion is simply a proposal, not a decision.
That said, in most HOAs, the president refrains from making a motion even when they are allowed to do so. This helps maintain the appearance of impartiality or neutrality.
Can Any Board Member Make a Motion?
Yes, any board member can generally make a motion during a board meeting.
Directors are active board members in an HOA, which means they have every right to make proposals, participate in debates, and vote on decisions. They can also second motions.
Can Homeowners Make a Motion?
Broadly speaking, general homeowners or residents can’t make motions during a board meeting, even if it is an open one, because they are not elected directors. That said, they can obtain the floor to make motions at an annual membership meeting.
Can an HOA Manager Make a Motion?
No, an HOA manager can’t make a motion during a board or annual meeting because they are not a member of the board or association.
An HOA or community manager is a hired professional. They have no authority to make motions, second them, or vote on official business. Instead, their role is limited to attending meetings, providing reports, offering expert advice, and answering questions. They also carry out other responsibilities as outlined in their management contract.
Streamlined and Systematic
Clearly, HOA board motions allow for more methodical meetings. They help formalize proposals, discussions, and votes, but they are not always easy to implement. By understanding the rules and procedures surrounding them, boards can look forward to better meetings.
Majerle Management, Inc. provides management services to HOAs and condo associations in Maryland. Call us today at (301) 220-1850 or contact us online to start your journey!
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