The following electronic mail voting procedure for Board actions was submitted by the Secretary. A motion on which to receive an email vote is sent out to the Board formally by the Chair. A vote deadline is defined along with the motion. Generally, the vote period will be 7 working days. It is expected that discussion will have already taken place prior to asking for the vote.
Further discussion is permissible, and anyone can change their vote up to the deadline.
The Secretary compiles the votes and announces the results after the deadline. For security, the Secretary will confirm each vote with the submitter via email. The Secretary will formally report the motion and results at the next Board meeting for inclusion in the minutes. Other electronic votes that were accomplished earlier will be reported as the documentation becomes available. An updated membership roster was distributed to the Board and the status of new members was discussed.