Sample Meeting Agenda Robert’s Rules

Yes, you can use a standard meeting agenda template with Robert’s Rules of Order, and the key is to structure it around the formal motion process. A Robert’s Rules agenda follows a specific order: call to order, approval of minutes, officer reports, old business, new business, and adjournment.

What Robert’s Rules of Order Actually Is

Robert’s Rules of Order is a manual of parliamentary procedure first published in 1876 by Henry Martyn Robert, a U.S. Army officer. It was designed to help organizations run fair, democratic meetings by establishing clear rules for debate, voting, and decision-making. The current edition is the 12th edition, published in 2020, which is the authoritative version for most organizations.

The rules are not a law; they are a framework that organizations adopt voluntarily, typically through their bylaws. Most nonprofits, clubs, and government bodies use a version of Robert’s Rules because it prevents chaos and ensures that the majority rules while protecting the rights of the minority.

Why Your Agenda Should Follow the Order of Business

The standard order of business in Robert’s Rules is the skeleton of your agenda. It is designed to move from routine items to more complex ones, and it ensures that nothing is forgotten. The usual order is:

• Call to order by the chair
• Roll call or establishment of a quorum
• Reading and approval of minutes from the previous meeting
• Officer and committee reports
• Unfinished business (also called old business)
• New business
• Announcements
• Adjournment

Your agenda should list these as headings, but you can add sub-items under each to specify what will be discussed. For example, under “New Business,” you might list “Proposal to purchase new software” or “Discussion of fundraising event.”

How to Create a Robert’s Rules Agenda

Creating an agenda is straightforward, but you need to think about the flow of the meeting. Here are the steps:

1. Start with the basics: date, time, location, and the name of the organization.
2. List the standard order of business as your main headings.
3. Under each heading, add specific items that need attention. For reports, list who will give them.
4. For each item, indicate whether it is for information, discussion, or action (a vote).
5. Include time estimates for each item to keep the meeting on track.
6. Send the agenda to members in advance, usually with the meeting notice.

A common mistake is to put “old business” before “reports,” but the standard order places reports first. This is because reports often contain information that affects old or new business.

Template for a Robert’s Rules Meeting Agenda

Common Problems and How to Handle Them

Even with a good agenda, meetings can go off track. Here are common issues and what to do:

• Members don’t stick to the agenda. The chair should politely remind them that the item is not on the agenda and suggest adding it to new business if time permits.
• Too much time on one item. Use the time estimates in the agenda. If a discussion exceeds the limit, the chair can call for a vote to extend debate or postpone the item.
• No quorum. If a quorum is not present, the meeting can be called to order, but no official business can be conducted. The chair should adjourn or schedule a new meeting.
• Conflict over rules. If a dispute arises, the chair should refer to the organization’s adopted parliamentary authority (usually Robert’s Rules) and make a ruling. The ruling can be appealed.

A common misconception is that Robert’s Rules makes meetings rigid and formal. In reality, most organizations use a simplified version. You can adopt rules that fit your group, such as limiting debate time or using a consent agenda for routine items.

How to Choose the Right Agenda Format

Your agenda format depends on the type of meeting and the size of your group. For a small board meeting, a simple list may suffice. For a large assembly, you might need a more detailed agenda with time limits and specific motion wording. Consider these factors:

• Size of the group: Larger groups need more structure to avoid chaos.
• Frequency of meetings: Regular meetings can use a standard template, while special meetings require a specific agenda that is sent in advance.
• Legal requirements: Some organizations, like homeowners’ associations, have legal requirements for what must be on the agenda.
• Complexity of items: If you have many reports or motions, you may need to allocate more time and structure.

You can also use a consent agenda, which groups routine items (like approval of minutes and minor reports) into one motion to save time. This is allowed under Robert’s Rules as long as any member can request an item be removed for separate discussion.

Frequently Asked Questions

Do I need to include a motion on the agenda?

No, you don’t need to write the exact motion, but it’s helpful to list the topic. For example, under new business, you might write “Resolution to approve the 2025 budget.” This tells members what to expect and allows them to prepare.

Can the agenda be changed at the meeting?

Yes, but it requires a majority vote to add or delete items, unless the bylaws say otherwise. The chair can also allow non-agenda items to be discussed if there is unanimous consent, but that is rare.

What is the difference between old business and new business?

Old business (or unfinished business) refers to items that were discussed but not resolved at a previous meeting. New business is anything new that members want to bring up. The agenda should list old business first because it was already introduced.

How do I handle a point of order?

If a member believes a rule is being broken, they can say “Point of order.” The chair must then rule on whether the point is well taken. The chair’s ruling can be appealed, but the appeal requires a second and a majority vote to overturn.

Can we skip the reading of minutes?

Yes, if the minutes were distributed in advance, the chair can ask for approval without reading them. This is common and saves time. Members can still request corrections.

What if we don’t have a quorum?

You can still hold a meeting, but you cannot vote on official business. You can have informal discussions and set a new meeting date. It’s important to note that any decisions made without a quorum are not valid.

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