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  1. I have two related questions about balloted elections and business sessions in a church setting. We have three worship services each weekend. We do balloted elections for two items a year: approval of the budget and election of deacons. In the case of the budget, all discussion and amendments has been done in a single business session the weekend before. In the case of the deacons, a slate is presented to the church via publications and then voted on. (The bylaws specify that the slate as brought by the nominating committee is the only persons that can be voted on, as the nomination process has been completed before.) In both cases, at each service we call the church into business meeting, hand out ballots, vote, collect the ballots, and adjourn the meeting. Having recently been made moderator, I have had to brush up on my Robert's, so I am aware that we are actually holding separate "meetings" within one "session." Here are my two questions: 1. Since the only item of business is the ballot vote, we are in effect only holding an election. Is it necessary to actually call the church into business session, or can we just hold the election by passing out and collecting the ballots? 2. At this year's budget discussion, I led the body to use the motion "fix the time to which to adjourn" to end the discussion business session and specify that we would vote that coming weekend. Was this the correct motion to use? Thank you, in advance, for any advice you can give this new moderator.
  2. Guest

    No quorom for Election

    We were supposed to have an election but did not have a quoroum for the meeting. What is the status of the offices? Do we have to have an emergency meeting or can we wait until the next regular meeting date for the election? Thanks for any help you can provide.
  3. If a election meeting was cancelled due to not enough officer to make a quorum. Is it right to let the general membership know that the meeting was rescheduled so if anyone wanted to add their name to the ballot or dispute a nominee?
  4. How do you break a tie in an officers election?
  5. Our organization held its annual officers' election earlier this month. Only one person ran for each office, president, vice president, secretary and treasurer. The affirmative votes were unanimous for all candidates, there was no one nominated from the floor. The Nominating Committee found out a few days later that another member who was asked to be a candidate actually said yes, but the NC chair didn't understand the member was giving her consent because a lot of back and forth was happeningin the conversation. Per our bylaws, when the slate was announced this person could have nominated herself from the floor but did not. How would you handle this situation. Do we redo the election and add this person to the slate? Should we just redo an election for just the position this member was seeking adding both her name and the name of the other nominee? Is there a motion one has to make to repeat an election? Or do we chalk it up to a misunderstanding and let the election stand as is?
  6. Hello; I am a member of a fraternal organization and we held elections this month. There were three members running for the office of president. On election day the polling area was to be opened from between 2:00pm till 7:00pm. The election committe did not have ballots ready until 2:45. An observer stated that members came in to vote and left without voting due to this delay. During our regular meeting that evening a winner was declared from this election and the margin of victory was 4 votes. The elected member will not take office until next month and there is a regular meeting prior to then. Question 1. Can the election be declared invalid during that meeting and how is it handled? Does it require motion, 2nd, discussion, vote? Question 2. If it is declared invalid how do you schedule a new vote? I know we must have notice to membership, but does the vote have to happen prior to next month? Thank you. Joe
  7. I have several questions related to nomination procedure for an election that weren't answered in my guide to Robert's Rules nor could I find the answers by search. We will be having the first election of 2 officers for a new organization/group, so there is no constitution, bylaws, etc. I am planning on having an e-mail or online nomination and online ballots. I'll delineate my questions since I have several. Is one person allowed to nominate more than 1 person for a position? Should the nominations be anonymous? After all nominations are collected, ballots can be made for each position. Do we then take a vote and give each elected person a chance to decline the position or do we ask each person who is nominated whether they would like to be on the ballot? It says in my Robert's Rules guide that a person does not need to be nominated to win an election. How can this happen, is it referring to write-in candidates? I can leave a space for a write-in candidate I suppose. I am planning on using a majority vote to win. I am not sure whether it should be plurality or not. There will probably be around 11 voting members. I appreciate for those of you who have been in this situation before what are some pros/cons. I like the idea of taking a majority vote but keeping everyone on the ballot for future votes in the case that a majority is not obtained. Thanks everyone! I was just introduced to Robert's Rules about a month ago and find it quite interesting.
  8. Can a single person accept a nomination and run for more than one position on a single board during an election?
  9. Hello Everyone, I have a quesiton. If a president of a volunteer organization resigns, can she appoint a replacement or does the vp always steps in? Also what about recording and corresponding secretaries? Thanks for your help.
  10. Guest

    electing a president

    Our by-laws state that a president can only serve two years. Is there any possible way of allowing our president to serve another 2 years without changing our by-laws?
  11. Last month at the annual general meeting of the membership, we had an election that was highly irregular to say the least. As with most bylaws, ours allow corporations to be represented at general meetings. They are required to provide a letter from a superior on letterhead authorizing them to vote upon registration. At the meeting, several individuals were allowed to vote without providing any sort of authorization. In addition to that, members were allowed to cast multiple ballots. A person was allowed to vote as an individual member and act as a representative of a corporation as well - and in one instance, they were allowed to represent two corporate members and themselves. Our bylaws strictly prohibit proxies...and the laws that affect non-profit organizations also states that it's one person, one vote. The total of all these wrongfully issued ballots total at least 23%. I say at least because we only know of two people who cast multiple ballots...but this practice was allowed, meaning many others could have done the same thing. The membership have since requisitioned another general meeting to rectify the situation. Can anyone tell me what kind of a majority is required for a to pass a motion to render the election null and void due to these irregularities? Is this a normal resolution (requiring a simple majority) or is this a special resolution (requiring 75% as per our bylaws). There's also been some contention how to proceed. Some see it as a normal resolution because it's a procedural challenge...some see it as a special resolution because the motion effectively removes directors from office...and some see it as an automatic null-and-void because the election was not held in accordance with our bylaws or with the laws of the land. I don't think it's a special resolution because our motion isn't to remove a director...the fact that directors will be removed as a result should not change the intent or classification of the actual motion itself.
  12. Guest

    election of directors

    We have to elect three directors. Can all nominees be placed on one ballot and top three win or do we need three individual elections?
  13. An organisation wishes to hold their election for executive by electronic ballot. This is somehat covered in the bylaws under s.22(2) which states: 22 (1) A member in good standing is entitled to one vote. (2) Election of incoming directors shall be by electronic or paper ballot managed in a manner deemed appropriate by the director. The election process shall be observed by an independent Returning Officer appointed by the Directors to ensure integrity of the voting process. (3) Voting for special resolutions shall be by electronic or paper ballot managed in a manner deemed appropriate by the director. The voting process shall be observed by an independent Returning Officer appointed by the Directors to ensure integrity of the voting process. (4) All other voting may be conducted at a general meeting by either a show of hands, or a secret ballot, or by electronic means as deemed appropriate by the members present at the meeting. The problem lies in what they are considering "appropriate". Nominations have opened, and one person is being nominated for multiple positions - President, Vice President and Director. Once nominations have closed, voting will take place electronically (whole other question as to who has the ability to see the votes that are cast, but I digress), with a ranking system for each candidate. Just the candidates, and not the position(s) they are running for, is listed on the ballot. What they want to do is look at the total ballots for each candidate, and essentially give the top finisher first dibs at being President. If they have not let their name stand for President, they would be Vice President. The next highest number of votes would get the next position, all the way down the line until all positions are filled. Is this in keeping in any way shape or form with RR? The results are announced at the AGM, with the successful candidates taking their positions from that date. Thanks for any comments you might have. North of 60 ---> Above the Arctic Circle and beating my head against an ice floe!
  14. Guest

    Election 3 candidates

    A body with a total of 12 votes . Three individuals are on the ballot for the same position. Would the person with the most votes win or would it need to be the majority of potential votes?
  15. I've been mailed a ballot which includes candidate bios of those running for two officer positions; President and Vice President. The person currently holding the President position was appointed to the office after the acting President resigned; that seat is now up for election. Although this person has served on the board for four years, he has held the President position just shy of two years. Yet, his bio states, "I have been President of the HOA for the past 4 years and wish to continue on the board." His bio is misleading and inaccurate. I've contacted the management company who sent out the voting/ballot packet to ask if they were going to be sending out a correction. They replied telling me his bio is correct. I have minutes from the special meeting that was called on February 24, 2010 which appointed this person to President. So I have proof that his bio is incorrect. I'm concerned about the vote, would this be considered unethical or fall under misconduct of an officer and perhaps cause a vote to be rescinded? Thanks in advance for taking the time to read and respond.
  16. If a board of 6 has a tie between two candidates for president, and a majority is required for election, how is that resolved? Board members serve 6-year terms with staggered terms (two members are elected every two years and sworn in at the next meeting). Officers are elected at that time and serve two-year terms.
  17. Our association had an election three weeks ago. Our by laws state there should have been a nominating committee. No such committee was created. Our vp acknowledged the issue and made a suggestion that we suspend by laws regarding the election committee. 2/3s voted to suspend but Im still thinking the election was illegal....what can I do?
  18. Our nonprofit bylaws grant our Election Committee complete authority in the election process for Directors, including the opening and closing of nominations. For this year's election to be held in Feb. 11, the nomination was opened on Dec. 10. Six people were nominated for three positions. The Election Committee has not been doing its duty to formally close the nomination in the manner prescribed in the bylaws. The bylaws state that the close of the nomination should be specified on the nomination form and announced in the newsletter, neither of which has been followed in the past few years. During a special meeting on December 16, the Board of Directors passed a resolution to close the nomination. This resolution is duly documented in the board minutes. I am assuming that the minutes have been adopted. The Election Committee Chair is not a member of the Board, per our Bylaws. Candidate A was nominated on Jan 19, way past the day the Board closed the nomination. The Election Committee Chairman accepted the nomination and included Candidate A's name in the ballot. The ballot has already been mailed out. As one of the six candidates, I am very confused with all this. Did the Election Committee Chairman just undermine the Board's decision? Or was the Board's motion and resolution to close the nomination invalid in the first place because they don't have the authority to do so? I do welcome the fact that we have more nominees for the positions because it shows that more people are interested in the affairs of the organization. But I'd like this to be resolved the proper way. How could our organization do this?
  19. Our corp. has an annual membership meeting in august. At this meeting we vote for board members. In order to be eligible you must be current on your dues and cannot be delinquent on you electric bills. Prior to the election our VP used the corps debit card to pay his dues and electric bill. He was not authorized to use the card for personal use and as a result was behind on his dues and electric bill. My question to you is would this invalidate the annual election and require a special meeting of the membership for a new election, and have the other board members legally been elected. If needed, I can supply a link to our by-laws on request
  20. Guest

    Nullified Election

    A recent officers and board of directors election of our non-profit organization was later nullified in a closed / secret executive board session. My question is, Can an election be nullified in a closed session executive board meeting without the knowledge and consent of the general membership ?
  21. I cannot seem to find an answer to this question - A general meeting was held, slate was unopposed and voted by hand. The slate was passed by a majority of those present. A question was raised after the meeting as to whether a quorum was present and if not, was the vote then illegal? A board meeting is looming, no current board member is going to raise the question. How should this be addressed by the membership? Members are allowed to attend the board meetings, however they have no vote unless they are on the board. Should there be a point of order raised, or is there some other method to address this. Several members not on the board want the election set aside for vote at the next meeting where a quorum would be present.
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