Email Voting Guidelines for Board Votes
Process Steps Overview
Board member submits motion to officers
Officers decide if the motion should be brought to a vote
If it is decided to bring the the vote email will be sent to the board
Board members respond with their votes
The officer notifies the parties of interest of the results of the vote if necessary
Making a Motion
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>”
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
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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
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 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
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
To resolve a critical or pressing issue as it relates to a single member
When Can an Email Vote not be Called?
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.