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Incomplete Ballot Names


Cdavant
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My country club bylaws state they follow Roberts' Rules. We are electing 4 new directors August, 20th and the bylaws require two candidates for each vacancy, with the top 4 vote getters being elected. Bylaws further require ballots be sent to around 285 members at least 30 days prior to the annual  meeting and election. Ballots were mailed on time, but one of the candidates names was accidentally omitted from the ballot--so we have 7 names, not the 8 the bylaws require. How should this debacle be handled? Write in votes are not allowed and voters must vote for 4 candidates or their ballot is disqualified.

Moving the annual meeting is not an option. Could the board mail out corrected ballots with all 8 names and call a special meeting that meets the 30 day requirement to count the votes and elect the new  board members? 

cdavant@charter.net

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First question: In what way do the bylaws require two nominations for each position? Please quote the precise bylaw language.

Second question: how is the voting conducted? Do the members vote in person at the annual meeting? Do they vote by mail? A combination of in-person voting and mail ballots?

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b. The nominating committee shall select two (2) nominees for each opening on the board.

 

Voting shall be by written ballot. Ballot forms shall be provided to the members at least thirty (30) prior to the annual meeting and must be completed and submitted to the general manager at least 24 hours prior to the annual meeting. A ballot shall not be counted unless it contains votes for a different candidate for each seat to be filled. 

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As you might expect, there is nothing in RONR which will tell you how to solve a problem of this nature. It seems to me that your members should be advised (in as many ways and as often as possible) of this omission, and instructed that they may vote for the nominee whose name was omitted by writing it in as one of the four nominees that they wish to vote for. The sooner the better.

Reading your bylaws in their entirety may suggest some other solution, but maybe not.

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