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board and officers voting


Guest bobby

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The constitution of our association says the following:

At the end of each season, all associate members will be reviewed by Board of Directors and Officers to determine if they will be retained for the following year.

I have two questions.

1. There is nothing in the constitution that says how this vote will be done. In prior years, the vote was done with everyone or whoever is present as long as their is qorum (5 Board and 5 Officers) in person. After last year, it the board and officers decided to do the voting via e-mail so that they could vote honestly and their vote be kept as confidential as possible. Everyone was given two weeks (a date was established in writing along with who to vote for or against). Does this process based on the above sentence in our constitution violate Roberts Rules of Order?

Thank you, so much.

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The constitution of our association says the following:

At the end of each season, all associate members will be reviewed by Board of Directors and Officers to determine if they will be retained for the following year.

I have two questions.

1. There is nothing in the constitution that says how this vote will be done. In prior years, the vote was done with everyone or whoever is present as long as their is qorum (5 Board and 5 Officers) in person.

After last year, it the board and officers decided to do the voting via e-mail so that they could vote honestly and their vote be kept as confidential as possible.

A vote by ballot would be a better choice to achieve secrecy.

Everyone was given two weeks (a date was established in writing along with who to vote for or against).

Absentee voting must be specifically authorized in your bylaws to be allowed.

Does this process based on the above sentence in our constitution violate Roberts Rules of Order?

Yes.

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What makes the voting in the manner "absentee"? We just agreed to take the vote via e-mail rather than have a meeting. thank you.

Robert's Rules only permits voting inside a proper meeting. Any attempts to conduct the deliberative process by e-mail must be expressly authorized by the bylaws. See RONR(10th ed.), p. 2, footnote.

The voters weren't present in a meeting... so... they were... absent.

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What makes the voting in the manner "absentee"? We just agreed to take the vote via e-mail rather than have a meeting. thank you.

Well, unless everyone voting by e-mail had brought their computers with them while they gathered in the same room, at a properly called meeting, at which a quorum was present, then it was "absentee" voting--and if it wasn't authorized explicitly in your bylaws, then it was null and void.

You might consider censuring the board for violating the bylaws.

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