This page describes a procedure for electronic voting (primarily of the EC).
The key steps of voting at in-person EC meetings that it attempts to replicate are:
- Participation by the whole EC: while some people may not be able to make an EC meeting, each EC member is informed of the time (and generally participates in picking a time that works for ~everyone) and has a chance to make it; per standing policies, quorum is a majority of the EC
- Discuss: attendees can discuss the issue, and potentially sway the opinions of the other attendees
- Vote: after the discussion (under RONR, with a 2/3 vote to close discussion, if necessary), EC members vote
In order to simulate the above in an email context, use the following procedures. In general, if a vote is expected to be controversial, having it at a public EC meeting is probably better than doing it by email, but something slightly controversial may make sense to do in person.
Non-controversial votes (white ballot equivalent)
- Propose the question ("Does Alice dance club level, and do we want to member her?")
- Specify a final deadline for voting ("Please respond by Sunday"), which should be at least a couple days out (three days, say). If the sponsor doesn't include a time frame, the chair (President/VP) should specify one. If the sponsor does include a time frame, the chair should confirm that it's reasonable.
- If a faster resolution is desired, in addition to a final deadline, include a preferred deadline.