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governance:email_voting

Email Voting Guidelines for Board Votes

Process Steps Overview

  1. Board member submits motion to officers
  2. Officers decide if the motion should be brought to a vote
  3. If it is decided to bring the the vote email will be sent to the board
  4. Board members respond with their votes
  5. The officer notifies the parties of interest of the results of the vote if necessary

Making a Motion

  • Write an email to [email protected] with a title this format “[MOTION] Motion to <summary of motion> | Respond by <time of needed response>”
    • Email votes need a response within 72 hours
    • EX: [MOTION] Motion to approve $400 for roof leak remediation | Respond by 2021/03/13 12:30pm
  • The body of the email should be the full text of the motion including any justification you would like to include
  • Getting the motion to a vote
    • An officer of the board may then either approve or deny to bring the motion to a vote
    • The president has the first 24 hours to respond
      • If the president is known to be unreachable for this period of time (ex. vacation) this period may be skipped
    • After the first 24 hours any other officer of the board may approve or deny the request with the priority of the decision being given in order of Vice President, Secretary, and Treasurer respectively
    • If the request is approved proceed with the process for starting an online vote
    • If no response is received within 72 hours the board member may proceed with the process and bring the motion to a vote themselves.

Calling for a Vote

  • Create a new email chain from whatever discussion thread that has been happening with a title this format “[VOTE] Motion to <summary of motion> | Respond by <time of needed response>”
    • Email votes need a response within 48 hours
    • EX: [VOTE] Motion to approve $400 for roof leak remediation | Respond by 2021/03/11 02:00pm
  • The body of the email should be the full text of the motion including any justification
  • Include vote deadline in the body of the email
  • Send this to [email protected]
  • Post @channel notification in the board team slack channel
  • Optional: Text all board members

Proposing Amendments

  • In reply to the vote thread state your amendment as a motion
  • Number your amendment so that voting can be clear
    • Ex: Amendment 1: I move to amend the motion to increase the spending limit to $500.
  • Include any justification in that email

Voting

  • Another board member must second the motion. They should vote in the same email as they second the motion
  • Respond to the thread with “aye” or “no”
  • If there is an amendment proposed you should respond with a “aye” or “no” stating that it is specifically for or against the amendment
  • You should vote for any and all proposed amendments in one email if possible and state which vote is for which amendment and which vote is for the main motion
    • If the passing of the amendment would change your decision you may state something like the following
      • “On amendment 1 I vote yea. With the passing of amendment 1 I vote yea on the main motion. Should amendment 1 not pass I vote nay on the main motion”
  • If an amendment is proposed after you vote your previous vote in the thread shall be considered void and you must respond with a new vote on the amendment and main motion

Resolving a Vote

  • The officer or board member that brought the vote, typically the president, is responsible for making all further notifications once the result of the vote is determined, either in the affirmative or the defeat of the motion
    • Examples:
      • Notify the treasurer that funds must be transferred to an account
      • Notify a member or manager of a decision made

Rules for Voting

  • Board members have 48 hours to respond to the thread to vote
  • All members not having responded by the deadline shall be considered to have abstained
  • Once a majority of board members have responded in the affirmative or negative to the motion the motion shall pass and be adopted
    • Assuming the board is at a full set of members, 7, once 4 members have responded in the affirmative the motion will pass and be adopted. If 4 members have voted in the negative the motion will be defeated

When Can an Email Vote be Called?

  • Appropriation of funds to fix critical issues
    • EX: Broken critical tools, water leaks, broken plumbing, broken electrical, etc.
  • To resolve a critical or pressing issue as it relates to an issue with the general membership
    • EX: To shut down the shop due to a safety issue
  • To resolve a critical or pressing issue as it relates to a single member
    • EX: To end the membership of a member that has violated policy

When Can an Email Vote not be Called?

  • Any issue that is not critical or pressing
    • If the issue can wait till the next board meeting we should not be holding an online vote for it

Minutes of Votes and Motions

All votes by email shall be included in an addendum to the previous months minutes at the next board meeting and shall be reviewed during the consent agenda.

For any privileged motions dealing with a confidential issue (member discipline or otherwise) shall be treated as a executive session for taking minutes and approved as such

Example Motion and Vote

Motion email to officers from board member A

To: [email protected] Title: [MOTION] Motion to approve $400 for roof leak remediation | Respond by 2021/03/13 12:30pm Body:

Motion: I move to appropriate $400 from the general fund for the purpose of purchasing remediation equipment to deal with the active roof leak.

Justification: The roof leak is causing damage to several tools and posing a potential hazard to members wanting to use large areas of the shop. With the forecast showing lots of rain this week we need to get this taken care of.

Response deadline: 2021/03/13 12:30pm

Response from President

The motion is approved and I will bring it to the board.

Vote email from officer to the board

To: [email protected] Title: [VOTE] Motion to approve $400 for roof leak remediation| Respond by 2021/03/11 02:00pm Body:

Board member A brings this motion for a vote.

Motion: I move to appropriate $400 from the general fund for the purpose of purchasing remediation equipment to deal with the active roof leak.

Justification: The roof leak is causing damage to several tools and posing a potential hazard to members wanting to use large areas of the shop. With the forecast showing lots of rain this week we need to get this taken care of.

Voting deadline: 2021/03/11 12:30pm

Response from Board member B

I second the motion

Amendment 1: I move to amend the motion to increase the spending limit to $500.

Justification: There is a good chance that this is going to cost towards the upper end of $400 and it would be good to have some headroom so we do not have to re-approve more funds and delay getting this taken care of.

Vote: Should amendment 1 pass I vote aye on the main motion. Should it not pass I still vote aye on the main motion.

Response from Board member C

I vote aye on amendment 1 and on the main motion.

Response from Board member D

I vote no on amendment 1. I vote aye on the main motion should amendment 1 not pass. If amendment 1 should pass I vote no on the main motion.

Response from Board member E

I vote aye on amendment 1 and on the main motion.

Response from Board member F

I vote aye on amendment 1 and on the main motion.

Response from officer

The ayes have it, amendment 1 passes and is adopted and the motion passes. Board member G did not respond and has thus abstained. I will get in contact with the treasurer to get funds transferred to a PEX card.

governance/email_voting.txt · Last modified: 2021/04/15 04:25 by 2djoe