Understanding Quorum in Meetings: A Comprehensive Guide with Roberts Rules of Order

What is a Quorum?

The term quorum refers to the minimum number of members required to be present at a meeting in order to conduct official business in the name of the group. This requirement ensures that a sufficient number of members are present to represent the group's interests effectively. The specific number or percentage varies according to the organization's bylaws or rules.

Default Rule and Calculating Quorum

According to Roberts Rules of Order, if the organization's bylaws do not specify a quorum, the default rule suggests that a majority of the members present at the meeting forms a quorum. For organizations with a defined membership, a quorum is typically calculated as a majority of the total membership. For example, if there are 20 members, a quorum would usually be 11, which is more than half.

Actions and Procedures When a Quorum is Not Present

If a quorum is not present, the meeting cannot conduct official business. The members present can adjourn the meeting or take steps to obtain a quorum. Unanimous consent cannot be given when a quorum is not present. Similarly, a notice given in such a scenario is not valid. In the case of an annual meeting, where certain business, such as the election of officers, must be transacted during the session, the meeting should fix a time for an adjourned meeting and adjourn. The chairman should not take the chair until a quorum is present or there is no hope of obtaining one.

Importance and Compliance

Understanding and adhering to quorum requirements is crucial for ensuring that meetings are valid and decisions made are legitimate. Members cannot be interrupted while speaking to raise the point of no quorum during debate. The debate may continue in the absence of a quorum until someone raises the point while no one is speaking.

Amending Quorum Rules and Exceptions

A majority can take action upon a bare majority being present at a meeting, typically a vote of more than half of those who vote. However, this principle can be flexible. In smaller organizations, it is often necessary to establish a small quorum to enable the assembly to act for the organization. This requirement is common in legislative bodies composed of members who are paid for their services. Large legislative bodies may need one or two days' notice before a motion to rescind or change any rule can be made.

Key Points on Quorum in Committees and Assembly

In committee of the whole, the quorum is the same as in the assembly. If a committee finds itself without a quorum, it cannot proceed with business and must report to the assembly and adjourn. In other committees, the majority is the quorum unless the assembly orders otherwise. These committees must wait for a quorum before proceeding to business. Boards of trustees, managers, and directors have the same footing as committees regarding a quorum. Their power is delegated to them as a body, and their quorum cannot be determined by them unless provided in the bylaws.

Practical Considerations and Exceptions

In large organizations meeting weekly or monthly for one or two hours, having a majority of members present at each meeting is rare. Therefore, a small percentage of members is required to enable the assembly to act for the organization or establish a small quorum.

Legislative bodies in the U.S. and the United Kingdom often have a majority as their quorum. Congress, in 1861, decided a quorum to be a majority of the members chosen. The English House of Commons has a quorum of 40 out of nearly 700 members. In the House of Lords, the quorum is 3, about one-half of one member.

The Quorum After the Meeting Begins

Once a quorum is confirmed at the meeting's start, the ongoing presence of a quorum is assumed, until a chairperson or member notices otherwise. However, this presumption does not license the chair or members to ignore the obvious and continue taking action without the required number of members.

Conclusion

Understanding and following the rules regarding quorum is essential for the validity and legitimacy of meetings. Complying with these rules ensures proper representation and effective decision-making within organizations. For detailed guidance, consult the Roberts Rules of Order and your organization's bylaws or by-articles. This approach helps maintain high standards of governance and ensures that members participate meaningfully in the decision-making process.