HOA board meeting & Robert's Rules of Order

We are having the very first board meeting and want to be sure we try to follow the proper order. We believe we should use Robert's Rules as there are no other statements to the contrary (we may even make that into a formal motion). Given that we do, then there are several questions for clarification that come into play.

There are 5 members of the board for an association of 800 homes. During our board meetings, I would assume we should fall into the category of small boards where the rules are slightly different, like the chair being able to introduce motions, debate and vote without vacating the chair.

Do other HOA boards operate in this same manner?

We are in Arizona.

I am not asking what the rules are. I am asking if boards operate under the Small board rules. I have the book.

Thanks RogerB. Can you point me to that thread you mentioned. My expectation is to be done in 1 hour when there isn't unusual business to conduct.

We plan on having a period of Homeowners Open Forum for 20 minutes. Does the board just listen to the issues raised, or it is a real discussion period? I hope it is the former as the latter would consume too much board time.

Along the same lines, when it comes time for the board to debate a motion, are assocation members present allowed to particpate? This might be regulated by our state law, but I would like opinions if it is even a good practice. I feel, this is the boards meeting, not the members meeting.

Arizona has a very similar statute.

"Notwithstanding any provision in the declaration, bylaws or other documents to the contrary, all meetings of the association and board of directors are open to all members of the association or any person designated by a member in writing as the member's representative and all members or designated representatives so desiring shall be permitted to attend and speak at an appropriate time during the deliberations and proceedings. The board may place reasonable time restrictions on those persons speaking during the meeting but shall permit a member or member's designated representative to speak before the board takes formal action on an item under discussion in addition to any other opportunities to speak. The board shall provide for a reasonable number of persons to speak on each side of an issue."

Given such statutes and giving the association members an open forum time, is is necessary to allow assocation members to speak when a motion is on the table for the board members to debate. I don't think so, but want to be sure.

This is just from experience again--but if you are following RROrder--the debate/discussion would be after the motion and second of the motion--the board would be discussing the issue and at that time, if the chair allows a member to enter into the discussion/debate, it's up to the chair. My experience there is that's when it gets chaotic--that only the board should debate or discuss, but if the chair allows it, directors have actually chimed in and asked the chair not to allow it because of RRO. This, in my opinion, is where the board, ahead of time, should decide what THEY will allow and ask the chair to cooperate. As I've mentioned in other threads, our president/chair is selective about this because of favoritism and her special interest groups (allowing them to speak) when actually shutting up a director in the process. This is why it is so important that the board agree ahead of time that there will or will not be discussion from members after the "second of the motion" and cut them off. I agree there should be homeowners' input--the Homeowners' Forum is before the board meeting so that they could address issues brought up from the homeowners if necessary. Contrary to a "special meeting" agenda which has to be noticed and no other items discussed, items can be added to a regular meeting agenda at the last minute (at least in our CCRs, Bylaws, etc.).
EdR