Policies/Proposal & Voting Process

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1) A patron or a member-owner has a proposal. This person announces the proposal to the membership via the list with [ [DISCUSSION] ] tag and then becomes the lead on the proposal.

  • A) If the person is a patron, the patron must be sponsored by a member-owner to have the proposal item placed on agenda.

2) The lead decides when said proposal has been discussed enough. 3) The lead starts a new thread with [ [PROPOSAL] ] tag.

  • A) The first post is the proposal with the wording they feel is the best from the discussion thread.

4) Someone seconds the [ [PROPOSAL] ] thread.

5) The lead then asks for placement on the agenda of the next meeting.

  • A) The lead will ask the Executive Director or Administrator for the proposal to be added to the agenda. It must be asked at least 48 hours in advance of the meeting.
  • B) The Executive Director or Administrator will announce the agenda at least 24 hours prior to the meeting, but may close the agenda early when it appears that the meeting time is full.
  • C) The Executive Director or Administrator will then defer items for time constraint reasons.
    • i) The last items received will be deferred.
    • ii) Those items deferred will get top priority at the following meeting.

6) The lead presents the proposal at the member meeting. Final discussions and tweaking of the proposal will be made, if necessary.

  • A) The meeting no longer requires that a quorum of people be present.
  • B) The lead may designate someone to make the presentation (designee).

7) After the allotted discussion time of the proposal, the lead/designee announces what they feel is the best wording for the final proposal.

  • A) If the lead/designee so chooses, the proposal can have choices/options for a proposal.

8) Someone must second the final wording and/or options. 9) The final, official wording of the proposal is posted online at the conclusion of the meeting.

  • A) This will be done by either the Executive Director or Administrator

10) Voting will be opened online.

  • A) Currently, we will use the Helios system to hold votes.
  • B) In the future, a similar online and secure system will be implemented on our website.
  • C) Voting will be open until the second midnight after the day of the meeting (e.g. normal membership meeting agenda items will have voting open until 11:59pm on the following Thursday).
  • D) Everyone will vote online, not in person.
  • E) In the future, the kiosk being setup for the reception area will be setup to also allow for people to vote at, as well.
  • F) “No” will always be an option for voting on a proposal.

11) Votes will be counted after the closing.

  • A) For a vote to be considered as valid, the total number of votes must meet quorum.
  • B) A lack of a submitted ballot by a member will be seen as an abstention and not counted towards quorum.
  • C) If quorum is met, a proposal must gain a majority of the votes cast.
  • D) If options are available on a proposal, the total number of votes must meet quorum and then the option with the highest vote count wins.
    • i) “No” is seen as a vote option
    • ii) When options are present on a proposal, there will be an choice to vote both options as acceptable (e.g. 1-Option A, 2-Option B, 3- Option A or B, 4-No)
  • D) In the event of a tie, a runoff between the two options will be had.
    • i) The runoff vote will again be opened the following day and run until the second midnight again (e.g. continuing from the member meeting, the runoff would end 11:59pm Sunday)

12) Any item not receiving a quorum of votes may be immediately re-proposed for the following meeting and would start the procedure over. 13) Any item that meets quorum but fails to pass may be resubmitted:

  • A) With alterations and amendments at the following meeting.
  • B) Without alterations and amendments after one month.