Voting by electronic ballot between meetings

[Jamies]

I am seeking clarification on the process, if any, for a nonprofit organization to enable electronic voting between meetings. For instance, let's say a vote is postponed during a meeting due to the need for additional information, but a decision must be reached before the next regularly scheduled meeting. In this scenario, would it be appropriate to call a special meeting to conduct the vote, or would it be more suitable to amend the bylaws to allow for electronic voting without a physical meeting? If the latter, does RONR provide sample language for the bylaw amendment?

[J. J.]

While it would be possible to establish a physical "polling place(s)" outside of the meeting context (46:31 #1), members will still need to be present to vote, unless the bylaws provide otherwise (45:46). 

[Josh Martin]

On 7/5/2023 at 5:09 PM, Jamies said:

I am seeking clarification on the process, if any, for a nonprofit organization to enable electronic voting between meetings. For instance, let's say a vote is postponed during a meeting due to the need for additional information, but a decision must be reached before the next regularly scheduled meeting. In this scenario, would it be appropriate to call a special meeting to conduct the vote, or would it be more suitable to amend the bylaws to allow for electronic voting without a physical meeting? If the latter, does RONR provide sample language for the bylaw amendment?

It would require an amendment to the bylaws to enable electronic voting between meetings. Whether it is preferable to call an in-person special meeting (or adjourned meeting) or to amend the bylaws to allow for electronic voting without a meeting is up to the organization's preferences.

What language, exactly, will be required in this regard depends on exactly what the organization wants to do. If the organization wishes to hold a full meeting electronically, via technology such as Zoom or a teleconference, some sample provisions for the appropriate rules in the bylaws and supporting rules in Robert's Rules of Order are found in Appendix: Sample Rules for Electronic Meetings in RONR (12th ed.). Several different scenarios are discussed, so I'd need to know more information about the type of meeting technology the society plans on using to provide more details.

In the alternative, if it is intended to simply conduct a vote electronically, without a full meeting, RONR does not provide sample bylaws language for this purpose, but does have some general discussions of how to conduct a vote by mail and notes that these provisions might be modified to accommodate an electronic vote. Those procedures are discussed in RONR (12th ed.) 47:57-61.

[J. J.]

On 7/6/2023 at 8:32 AM, Josh Martin said:

 

In the alternative, if it is intended to simply conduct a vote electronically, without a full meeting, RONR does not provide sample bylaws language for this purpose, but does have some general discussions of how to conduct a vote by mail and notes that these provisions might be modified to accommodate an electronic vote. Those procedures are discussed in RONR (12th ed.) 47:57-61.

Just for absolute clarity, this needs to be in the bylaws as well.