Mail In Voting

[Guest Jeanne B.]

The bylaws of our civic league do not mention rules of voting so therefore defaults to in-person voting only.  We are installing a sign in a front lot owned by the civic league to give notice/reminder of meetings and holiday socials. The Board is picking 3 sign designs from which to choose, and the members will vote their choice.  We have elderly neighbors, deployed neighbors, working neighbors, and ill neighbors who want their voices heard but cannot attend in-person.  Is there a way to include their votes without a bylaws amendment?  We are NOT an HOA and we are in Virginia.  Thanks for any ideas.   

[Gary Novosielski]

Well, no, but it's also not correct to force them to choose from the three options the board is suggesting.  They should be free to debate, amend, or even reject the motion proposed by the board.

What you can do is distribute a survey to all of the stakeholders in this particular decision, and get an idea of what they would prefer.  You can even ask non-members who might have an interest in the outcome.

Then when it comes time to consider the question formally, the members present can take these opinions into account when reaching their decision.

[Guest thanks for the info &ideas]

On 7/21/2023 at 1:48 PM, Gary Novosielski said:

Well, no, but it's also not correct to force them to choose from the three options the board is suggesting.  They should be free to debate, amend, or even reject the motion proposed by the board.

What you can do is distribute a survey to all of the stakeholders in this particular decision, and get an idea of what they would prefer.  You can even ask non-members who might have an interest in the outcome.

Then when it comes time to consider the question formally, the members present can take these opinions into account when reaching their decision.

 

[J. J.]

You could make it more convenient by establishing polling places and times apart from the meeting.  Each site would have to be manned by tellers while open and the ballots would have to be secured (46:31 (1)).  You would need to authorize the times and locations in a meeting and have the results announced in a meeting. 

[Josh Martin]

On 7/21/2023 at 12:29 PM, Guest Jeanne B. said:

The bylaws of our civic league do not mention rules of voting so therefore defaults to in-person voting only.  We are installing a sign in a front lot owned by the civic league to give notice/reminder of meetings and holiday socials. The Board is picking 3 sign designs from which to choose, and the members will vote their choice.  We have elderly neighbors, deployed neighbors, working neighbors, and ill neighbors who want their voices heard but cannot attend in-person.  Is there a way to include their votes without a bylaws amendment? 

Ultimately, no, there is not a manner in which these members can vote if they "cannot attend in-person," period, unless the bylaws are amended to permit some form of absentee voting.

As J.J. suggests, however, RONR does permit the establishment of a "polling place." This would still require members to go to a physical location, but the times at which members could cast their votes would be more flexible than if the vote was taken solely at a meeting.

I concur with Mr. Novosielski that a nonbinding opinion survey would also be an option.

[J. J.]

On 7/21/2023 at 6:06 PM, Josh Martin said:

Ultimately, no, there is not a manner in which these members can vote if they "cannot attend in-person," period, unless the bylaws are amended to permit some form of absentee voting.

As J.J. suggests, however, RONR does permit the establishment of a "polling place." This would still require members to go to a physical location, but the times at which members could cast their votes would be more flexible than if the vote was taken solely at a meeting.

I concur with Mr. Novosielski that a nonbinding opinion survey would also be an option.

I was thinking of several polling places, close to location of the members. e.g. one on each block.