Destroying election ballots

[Guest Sara]

Two organizations I belong to have different methods to deal with election ballots.  One, after which election results have been announced, someone moves to "destroy the ballots", and the vote is taken.

The second group simply hangs on to the ballots year after year!!!!   Neither bylaws address this situation.  The Secy of the "ballot destroying organization" doesn't know the reason...it was simply the way things were done when he took office.  

Have you heard of this need for a "motion to destroy ballots"?  Do organizations NEED a motion to destroy election ballots?

Thanks for any guidance you have on this.

 

 

[Richard Brown]

Every organization can handle retention and destruction  of ballots however it deems appropriate.  Absent a rule or motion to the contrary, the ballots should be retained by the secretary until the time for ordering a recount has expired... usually the next meeting if the organization meets at least quarterly.  Here is the language from pages 418-419 of RONR:

"After completion of an election or balloting on a motion, unless the voting body directs otherwise, the tellers place the ballots and tally sheets in the custody of the secretary, who keeps them under seal until the time within which a recount [page 419] may be ordered expires, and then destroys them. A recount may be ordered by the voting body, by a majority vote, at the same session at which the voting result was announced, or at the next regular session if that session is held within a quarterly time interval (see pp. 89–90). A recount may also be ordered at a special session properly called for that purpose, if held within a quarterly time interval of the session at which the voting result was announced and before the next regular session."  (Emphasis added). 

Edited to add:  A motion to destroy the ballots (or to continue to retain them) is in order but not necessary, per the quoted provision.  RONR gives the secretary the authority to destroy them after the time for ordering a recount has expired.

Edited April 5, 2018 at 02:19 AM by Richard Brown
Added last paragraph