Electronic Voting

Steps for electronic voting: 

1. Request for electronic voting by any board member is sent to president.
2. If it meets requirements for electronic voting (urgent, needed before next board meeting), then president drafts email (see format below) to all board members with the motion, requesting someone to move and to second.
   1. First responder moves
   2. Second responder seconds and opens the discussion
3. After motion is seconded, discussion is open with a time line (e.g., two days).
4. Vote is done with reply all, saying “yes,” “no,” or “abstain”. Minimum of 50% of board members must vote.
5. President sends a follow up email with results to all board members.
6. Result is noted in the minutes of the next board meeting.

Format for email that the president will send to all board members:
An urgent vote is required on the following topic:
[Brief description of issue and why it is urgent]
First responder, please fill in next line and reply all:
I, ______________________, move that [president fills in the motion here].
Second responder, please fill in next line and reply all:
I, ______________________, second the motion. The issue is now open for discussion. Discussion will close at [president fills in date and time here]
[After discussion closes, president sends replies all with following paragraph:] 
Discussion is now closed. Please reply all with your vote: “yes,” “no,” or “abstain.” Please note that we require a minimum of 50% of board members to reply in electronic votes. Voting will finish [president fills in date and time here].
[President sends the following paragraph as a follow up email to all board members:]
Voting is now complete. The motion has [passed or not passed]. This result will be noted in the minutes at the next board meeting. Thank you for participating.