Robert's Rules of Order for Booster Clubs: The Practical Minimum

What Robert’s Rules Is

Henry M. Robert published the first Robert’s Rules of Order in 1876. The current authoritative version is the 12th edition of Robert’s Rules of Order Newly Revised, published in September 2020 and maintained by an authorship team working with the Robert’s Rules Association. It supersedes all earlier editions for any organization whose bylaws adopt “the current edition.” A shorter companion, Robert’s Rules of Order Newly Revised In Brief, is a useful desk reference for a new president.

Most of RONR covers situations a booster club will never face: conventions, delegates, committees of the whole, and complex amendment procedures. The principles underneath are short:

• One question is considered at a time.
• The majority decides, after the minority has been heard.
• Every member has an equal right to speak and vote.
• Business happens only at a properly called meeting with a quorum present.
• The bylaws and applicable law override RONR. RONR fills the gaps.

The Small-Board Rules

RONR section 49:21 recognizes that “in a board meeting where there are not more than about a dozen members present, some of the formality that is necessary in a large assembly would hinder business.” The count is members present, not seats on the board. A 15-member board with 10 members present may use these rules. A board does not need to vote to adopt them; they come with RONR.

Some formality survives. Under the 12th edition, motions to close or limit debate are still in order in a small board, so the board can still end a discussion that is going in circles (by a two-thirds vote). Appeals from a ruling of the chair follow the regular debate rules. And, in RONR’s words, “unless agreed to by unanimous consent, however, all proposed actions must be approved by vote under the same rules as in larger meetings.” Informal discussion is a way to reach a decision, not a substitute for one.

A board that finds the informal style is not working, for example when meetings turn contentious, can adopt a rule to follow the regular formal procedures. Committees of any size use rules similar to the small-board rules.

How a Motion Becomes a Decision

Every decision a booster club makes goes through the same steps, whether the meeting is formal or informal.

1. A member gets the floor. The member raises a hand and the chair calls on that member by name.
2. The member makes a motion. The wording starts with “I move that.” Example: “I move that the club spend up to $1,200 for new warm-ups for the junior varsity team.”
3. Another member seconds it (large meetings only). On a small board this step is skipped. RONR treats the second as guidance for the chair, and once debate has begun, the lack of a second no longer matters.
4. The chair states the question. “It is moved that the club spend up to $1,200 for new warm-ups for the junior varsity team. Is there any discussion?” Once stated, the motionMotionA formal proposal that the club take an action or a position. Under Robert’s Rules of Order, a motion is the only way a board or membership meeting makes a decision.All terms belongs to the board, not to the member who made it.
5. The board discusses it. Discussion stays on the motion. Members may propose amendments.
6. The chair puts the question to a vote. “All in favor, say aye. Those opposed, say no.” On a small board, a show of hands is often clearer.
7. The chair announces the result. “The ayes have it and the motion is adopted. The club will spend up to $1,200 for new junior varsity warm-ups.” The announcement is what makes the decision official, and it is what the secretary records.

The member who made a motion may vote against it but may not speak against it in debate. A member who changes their mind asks permission to withdraw the motion.

The full set of motions, with a chart of which need a second, which can be debated or amended, and what vote each requires, is on How Motions Work in a Booster Club Meeting.

Unanimous Consent

Unanimous consent (also called general consent) is the fastest legitimate way to make a routine decision. The chair says, “If there is no objection, the club will take a five-minute recess.” The chair pauses. If no one objects, the chair says, “Hearing no objection, the club is in recess for five minutes.” If any single member objects, the chair takes a regular vote.

Small boards use unanimous consent for approving minutes, adopting the agenda, accepting a committee member’s resignation, extending a meeting, and other items no one disputes. It is not a shortcut around disagreement. One objection ends it.

The President’s Job as Chair

The chair’s job is to get the board to decisions fairly and efficiently. On a small board the president is also a full participant, which makes discipline more important.

• Follow the agenda. Take items in order. A new topic waits for new business.
• Recognize speakers fairly. Call on members who have not spoken before members who already have.
• Keep discussion on the question. Redirect remarks about people to the merits of the proposal.
• State every motion before discussion and announce every result after the vote. Most disputes over “what the board decided” trace back to a skipped announcement.
• Speak last, not first. The president has the right to debate on a small board, but a president who argues first tends to end the discussion.
• Step aside on a conflict. A member with a direct personal or financial interest in a question should not vote on it, although RONR does not allow the board to force that member to abstain. When the president has the conflict (a spouse who coaches the team asking for money, for example), the vice president should chair that item. The club’s conflict of interest policy can impose stricter rules.

What Robert’s Rules Does Not Do

RONR does not override the bylaws, the articles of incorporation, or state law. It does not decide matters that belong to the school or district, such as playing time, team selection, or coaching hires. And it does not require formal language or a gavel. A small board that discusses respectfully, states each motionMotionA formal proposal that the club take an action or a position. Under Robert’s Rules of Order, a motion is the only way a board or membership meeting makes a decision.All terms clearly, votes, and records the result is following Robert’s Rules.