Voting on a Motion Prior to Meeting Due to Absence at Meeting

[Guest Elisabeth Deyo]

Hi there,

We have an upcoming Board meeting and a Director is unable to attend. They have submitted their vote in favour of the Motion via email to the Chair so that it may be counted towards the vote. We do allow Motions to be passed in writing as per our By-law. Is there a practice for raising this support for the Motion from the absent Director at the meeting and how would it be noted in the Minutes?

Thank you,

Beth 

[Rob Elsman]

Your organization's rules will have to provide whatever is needed, since the common parliamentary law limits voting to those who are actually present in the one room or area where the meeting is being held.

[Guest Elisabeth Deyo]

Thank you. We will review the clauses in our By-law with legal counsel to confirm.  

[Gary Novosielski]

On 1/29/2024 at 11:19 AM, Guest Elisabeth Deyo said:

Hi there,

We have an upcoming Board meeting and a Director is unable to attend. They have submitted their vote in favour of the Motion via email to the Chair so that it may be counted towards the vote. We do allow Motions to be passed in writing as per our By-law. Is there a practice for raising this support for the Motion from the absent Director at the meeting and how would it be noted in the Minutes?

Thank you,

Beth 

This amounts to Proxy Voting, which is prohibited if the rules in RONR apply, unless there is a provision in your bylaws authorizing it.