Guest Sarah Schrader Posted October 28, 2011 at 05:12 PM Report Share Posted October 28, 2011 at 05:12 PM Every once in awhile, there is a need for board action in between one of our regularly-schedule board meetings. In these cases, the board goes through a process to e-vote. My question is how to properly record the outcome of the evote? In the past we have added the motion and vote outcome information as an addendum to our most recent board meeting minutes including the date of the actual vote etc. Is this correct? Or, is there a more appropriate way to record these actions?Thanks,Sarah Schrader Link to comment Share on other sites More sharing options...
BryanSullo Posted October 28, 2011 at 05:17 PM Report Share Posted October 28, 2011 at 05:17 PM The appropriate method would be to record the results in the minutes of the meeting during which the vote took place. Since the vote did not take place during a meeting, it wasn't official business, and the results of the vote are invalid. Therefore, there is no appropriate way to record the results.If business needs to be done between meetings, a Special Meeting would need to be called. I'm not familiar with the requirements for calling a Special Meeting of a board, so I'll let someone else answer that part. Link to comment Share on other sites More sharing options...
jstackpo Posted October 28, 2011 at 05:34 PM Report Share Posted October 28, 2011 at 05:34 PM Bylaws would have to authorize special meetings for a Board, just as they would, separately, for the general membership.No "twofers" in this business. Link to comment Share on other sites More sharing options...
Guest Sarah Schrader Posted October 28, 2011 at 07:38 PM Report Share Posted October 28, 2011 at 07:38 PM Thank you very much your responses. Looks like I need to work with my board on correcting our process regarding evotes and special meetings! Link to comment Share on other sites More sharing options...
BryanSullo Posted October 28, 2011 at 07:41 PM Report Share Posted October 28, 2011 at 07:41 PM If you don't have one, pick up a copy of Robert's Rules of Order Newly Revised, 11th Edition, and one or more copies of Robert's Rules of Order, Newly Revised In Brief. Link to comment Share on other sites More sharing options...
Guest Nancy N. Posted October 28, 2011 at 09:48 PM Report Share Posted October 28, 2011 at 09:48 PM Sarah, have you examined your bylaws to see whether they do or don't allow for e-voting?(Bryan, how can you be sure?) Link to comment Share on other sites More sharing options...
BryanSullo Posted October 28, 2011 at 09:56 PM Report Share Posted October 28, 2011 at 09:56 PM (Bryan, how can you be sure?)Lack of supporting evidence to the contrary?If there are some special bylaws that allow this, then they would have to specify the proper form as well. Link to comment Share on other sites More sharing options...
Guest Sarah Schrader Posted October 31, 2011 at 05:49 PM Report Share Posted October 31, 2011 at 05:49 PM I just checked our by-laws and it currently does not include any language specifying e-votes. We do have language regarding "Electronic Meetings" but it only pertains to meetings where board members are utilizing phone and web conferencing technologies and does not talk specifically about e-voting. I'll be bringing this information to our Executive Committee for review and then we'll work on drafting a couple new sections for our By-laws regarding our procedures for e-votes. Link to comment Share on other sites More sharing options...
Gary Novosielski Posted October 31, 2011 at 06:56 PM Report Share Posted October 31, 2011 at 06:56 PM Thank you very much your responses. Looks like I need to work with my board on correcting our process regarding evotes and special meetings!And if your school board is an elected public body, that probably violates your state's sunshine laws as well. Link to comment Share on other sites More sharing options...
Guest Sarah Schrader Posted October 31, 2011 at 07:50 PM Report Share Posted October 31, 2011 at 07:50 PM We are not a school board. We are a nonprofit Consortium representing a technical profession. Link to comment Share on other sites More sharing options...
Gary Novosielski Posted October 31, 2011 at 08:00 PM Report Share Posted October 31, 2011 at 08:00 PM We are not a school board. We are a nonprofit Consortium representing a technical profession.Ooops, mixed you up with a neighboring question. Link to comment Share on other sites More sharing options...
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