AARST decisions via Internet Ballot.
Issues that require Board or Committee consensus may be presented as motions in the form of a "Motion for Ballot Approval". An authorized chairperson (i.e. committee chair or board member) may post or distribute electronically a "Motion for Ballot Approval" to appropriate committee members.
A ballot procedure is adopted with the recognition that there are limits to a deliberative process and exchange of ideas when communication is not performed in real time.
Presenting a "Motion for Ballot Approval".
The motion must be made by an authorized chairperson and must include:
1.) A PREAMBLE (i.e. topic and rationale for the motion). It may also be appropriate to show consideration as to why the motion is specifically directed to the specific committee, board or officer;
2.) The MOTION. (or specific language for ballot). No second to the motion in required;
3.) The DEADLINE.
Example: Deadline for comments and vote shall be prior to 01/01/2001.
(Standard deadline allows seven full days of consideration. Unless noted as urgent action or for lengthy consideration, the final discussion and vote should conclude no later than 12am Pacific Time on the eighth calendar day after the Motion was made.)
Voters responding to a "Motion for Ballot Approval".
Replies shall be made to all voters and should include:
1.) Yes, No, or Abstain vote.
Members who fail to vote either personally or by proxy shall not be counted for assessing a majority vote and shall be deemed as if unable to attend the meeting. The tally shall be based upon a majority of votes cast. In all other respects, votes shall be tallied according to AARST bylaws for Board meetings. Emailed proxies are allowed.
If voter desires, voter may also include:
2.) Proposed amendments or comments
3.) Recommendations such as to postpone (i.e. to conference call or any other later date), refer (i.e. to other committee), etc.
Responsibilities of the Chairperson:
The chairperson shall:
1.) Assume the role of "Teller" for the purpose of counting votes.
2.) Assure a quorum of the committee or board is represented. As stated earlier, "Members who fail to vote either personally or by proxy shall not be counted for assessing a majority vote and shall be deemed as if unable to attend the meeting. The tally shall be based upon a majority of votes cast. In all other respects, votes shall be tallied according to AARST bylaws for Board meetings. Emailed proxies are allowed."
3.) Reasonably assess if the motion requires a standard deadline, a quick and urgent deadline or is presented for lengthy consideration.
4.) Reasonably assess if a motion should be referred to another committee, postponed, etc.
Resulting actions by the Chairperson:
1.) Finalize: If a balloted vote indicates consensus, the chairperson shall forward the motion balloted, names of voters and vote tally to the AARST Secretary for inclusion in AARST records as minutes. At the discretion of the chairperson, other correspondence or individual voter records are not typically included or required to be included into AARST minutes.
2.) Amend: If the chairperson notes a consensus may exist regarding amendments that improve a motion, the chairperson may amend the motion at any time. In doing so however, the chairperson must resubmit the motion and establish a "New Deadline" for final vote.
3.) Separate the Issues: For related issues outside or beyond the context of the original motion, the chairperson may determine such issues should be submitted as separate motions.
4.) Postpone: If the chairperson notes wide voter disparity, the chairperson may choose to postpone the motion until an exchange of ideas can occur in real time (i.e. conference call or meeting).
Items that are Non-Ballot or Pre-Ballot:
When correspondence is forwarded regarding committee actions or ballot proposals, such correspondence shall be forwarded to all committee members.
When correspondence of a recommended motion or action is forwarded to a single chairperson or officer, the person receiving the motion should respond in a timely manner such as within seven calendar days. This person may recommend taking the motion to a committee for ballot or may render approval should they have authority to do so. Should the recommendation be approved and the chairperson or officer determine the motion is sufficiently significant, the motion and decision should forwarded to the AARST Secretary for inclusion in AARST records as minutes.
Intent of this document:
To facilitate AARST in consideration of distant proximity between members while maintaining respect for Roberts Rules of Order and the orderly exchange of ideas and opinions among members. To facilitate AARST operations when time is of the essence.
FLOW CHART Please refer to the more detailed language above.
BALLOT EXAMPLE:
Action: Proposal
Dear conference committee,
Please find this motion for ballot approval.
WHEREAS: Members have discussed a need for bicycles at conferences for all Florida members. The issue is brought before the Conference committee due to budget considerations and coordination.
MOTION: "RESOLVED: Bicycles are to be provided at conferences for all Florida members."
DEADLINE for comments and vote shall be prior to 06/01/2001. This allows seven full days of consideration
Action: Responses and considerations:
E-mail votes are sent with some comments of pros and cons.
Action: Finalize
To the AARST Secretary,
Please record this ballot into the AARST records as minutes.
Ballot Report from the Conference Committee 06/02/2001
Voting Members: John Ritter, Sally Struthers, Jack Palance, Fred Mertz, Frank Lloyd Wright, Salvadore Daly,
John Edwards.
WHEREAS: Members have discussed a need for bicycles at conferences for all Florida members. The issue is brought before the Conference committee due to budget considerations and coordination.
MOTION: "RESOLVED: Bicycles are to be provided at conferences for all Florida members."
VOTES: Yes 1 No 6
RESULT: The motion did not pass.
STANDARD OPERATING PROCEDURE
Notice: This document is intended to be a living document and shall be reviewed and amended as deemed appropriate with the approval of the Board. This Standard Operating Procedure document is approved by the AARST Board as of 5/11/2001. Secretary or authorized officer signature: __________________________________G.H.
