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1. The decision to address an issue via on-line voting must be authorized by the Chairman of the Board.
1.1. EXCOM
prefers to forward the decision to the Board rather than decide itself
1.2. The decision requires board action.
1.3. The action should not wait until the next board meeting.
1.4.(or) The Board has authorized (allowed or required) an on-line vote for a particular
question.
2. Creation of a motion.
2.1. Motion generated and directed to EXCOM at a previous Board meeting prior to electronic vote.
2.2. EXCOM could generate a motion (or amendment to a motion). Within EXCOM, a motion to refer a question to the board requires at least 4 EXCOM members in favor prior to electronic vote.
2.3. A motion can be generated by a written
request to the President from ten (10) Board members.
2.4. EXCOM will forward the motion to the
Chair of the Rules Committee for prompt review and comment prior to submission
to the Board prior to electronic vote.
3. Initial communication and discussion
period prior to voting. Voting period (there may be overlap in the voting and
discussion period)
3.1. The motion together with supporting
information will be e-mailed to Board members. A two-week discussion period
will be held. During that time, Board members will be encouraged to engage in
discussion via the electronic forum; the discussion to be broadcast and filed
in an archive. The archive of the discussion will be searchable by date, author
or topic (aspect of the World Wide Web based motion such as finance,
organizational aspects, professional, etc.)
3.2. Only friendly amendments for EXCOM initiated motions may be proffered. If accepted by EXCOM the discussion period will be extended by one week from the time of the acceptance of the amendment. Once voting opens, no more friendly amendments will be allowed. Amendments for Board initiated motions will not be allowed.
4. Voting mechanism
4.1. A simple
majority of Board members, unless specified otherwise in the Rules, must vote in favor of the motion for the motion to
be approved.
4.2. A member may
appoint a proxy via the standard mechanism (or by an electronic mechanism to be
created) at any time.
4.3. Vote any
time, can change vote until the end of the voting period.
4.4. Voting period
shall close one week after the close of discussion. Voting deadline shall be
midnight Eastern time on the closing date.
4.5. A reminder
goes out 2 days before the end of the voting period. This will be a phone call to those Board members who have not yet
voted.
4.6. Confirmation
to the voter on his or her vote will be provided at the time the vote has been
entered via email.
4.7. The secretary
will report summary results: roll call votes will be kept on file in the
archives and will be available to current members of the Board via the Web.
4.8. Votes can be
yes, no, or abstain. Absent members will be recorded as absent, not abstain.
5. Reporting of results.
5.1. Results of
the vote shall be reported in the minutes of the next Board meeting by the
Secretary. The result may be communicated to the membership by a separate
communication at the discretion of the Chairman of the Board.
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