Learn more about our management packages today —
Call toll free (888) 565-1226

Navigating HOA Meeting Protocols: The Importance of a Parliamentarian and Scheduling Flexibility

Contents


Understanding the Role of a Parliamentarian

A parliamentarian serves as an adviser to the presiding officer, other officers, committees, and members on matters of meeting procedure. While common in large association membership meetings or conventions, their necessity in board meetings varies depending on several factors.


When Does Your Board Need a Parliamentarian?

Several considerations determine whether your board needs a parliamentarian:

  1. Legal Requirements: Some states mandate that certain organizations (particularly HOAs and condominium associations) follow specific parliamentary procedures, such as Robert’s Rules of Order.
  2. Governing Documents: Your association’s documents may require following particular parliamentary procedures, creating a contractual obligation.
  3. Meeting Complexity: For particularly contentious or complicated membership meetings, a professional parliamentarian may be advisable.
  4. Type of Parliamentarian: Options include:
    • Outside professionals with credentials
    • Member parliamentarians who assist with procedural questions
    • Professional presiding officers for specific meetings

Meeting Procedures for Different Board Sizes

The formality of meeting procedures often depends on board size:

  • Small Boards (Less than 12 members):
    • More relaxed procedures
    • No need for recognition to speak
    • No seconds required for motions
    • No debate limits
    • Chair can fully participate
  • Larger Boards and Membership Meetings:
    • More formal procedures
    • May require professional parliamentary guidance
    • Stricter adherence to Robert’s Rules of Order

Flexibility in Annual Meeting Scheduling

Many HOAs face challenges with scheduled meeting dates. Here’s what you should know:

Legal Considerations

  • The N.C. Non-Profit Corporation Act states that failing to hold an annual meeting at the time stated in the bylaws doesn’t affect the validity of corporate actions.
  • Actions taken at meetings held on alternative dates remain valid if:
    • Quorum requirements are met
    • The meeting is conducted properly
    • Proper notice is given

Options for Meeting Dates

  1. Follow Bylaws Strictly: Hold meetings on the designated date
  2. Amend Bylaws: Change to a more suitable date or date range
  3. Reasonable Flexibility: Hold meetings within a reasonable timeframe of the designated date

Best Practices and Resources

To ensure effective meetings:

  1. Education: Board members should understand basic parliamentary procedure
  2. Documentation: Maintain clear records of meeting procedures
  3. Professional Support: Consider consulting a parliamentarian for:
    • Complex issues
    • Contentious meetings
    • Training purposes

Additional Resources

  • CAI’s “Running a Darn Good Meeting” manuscript
  • Robert’s Rules of Order Newly Revised (11th Edition)
  • Professional parliamentary organizations’ websites
  • Legal counsel specializing in HOA law

Remember that while following proper procedures is important, the goal is to facilitate effective, fair, and productive meetings that serve your community’s interests. HOA management companies in North and South Carolina can play a key role in supporting this structured approach to meeting management.

The content on this website is provided without any warranty and does not constitute legal advice. For legal advice specific to your community or issue, please consult an attorney specializing in Association Management.