Agenda Items/Voting Process

From ATXHackerspace

Jump to: navigation, search

Refinement V3 is the current version. It has been placed on the agenda as a voting item for the February 5th meeting.

Sponsor(s) Marshall Peck, Chris McLaughlin

Discussions on this topic can be found in emails titled: Closure Process for Final Wording of Agenda Items and in the Google Group Discussion Thread

Proposed: clarification of proposal process. Inclusion of 'proposal page' on wiki. Inclusion of post-meeting remote ballot.


"Refinement V3" (Current)

Proposal & Voting System Proposal:

The following process is proposed for the bringing forth of agenda items and the process of voting on them:

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.



Refinement V2


This is the proposed timeline and policy for ATXHackerSpace's agenda item process. The expanded timeline is designed to help organize discussions, meeting agendas, make voting accessible and define some roles of the Executive Director. This may also serve as a rubric to help new members write proposals and understand our democracy.

The process is this:

1) The deadline for submitting a proposal will be the Tuesday prior to bi-monthly membership meetings unless exempted by the Executive Director no later than 48 hours prior to the scheduled meeting.

A) 48 hours will also serve as the deadline for meeting agenda posting.
B) The proposer should consider the suggestions and issues raised on list and has until the beginning of the meeting to give the meeting organizer a modified wording of the proposal.

2)A wiki page is created for each proposal containing a description, relevant documents and information. It shall be the responsibility of the proposal sponsor to upkeep their page(s).

3)The official in-person membership meeting will be moderated by the Executive Director or designee in an organized manner that allows the presenter time to address concerns and receive input by the membership. Without 30% a Quorum present, the item can be discussed but cannot be voted on, and thus cannot pass on to the membership for a vote.

4)The proposal can be modified through the [amendment process]. Amendments are proposed, seconded, discussed and the consideration ends with a show of hands of those in favor and those opposed. At this point, the proposer may accept the amendment or not. The proposer's right to not accept the amendment is protected by the facilitator, who calls detailed discussion of the previously considered amendment off topic. Final wording of the proposal is locked at the conclusion of the proposal discussion.

  • When final wording is reached, roll call is checked. If quorum is met, the Lead may call a vote within the meeting. If the Yes or No votes of constitute an [absolute majority] the proposal is resolved then and there. If [absolute majority] is not achieved this is announced, members have the option of submitting ballots in-person or via certified ballot after the meeting.
  • The result of all proposals and their final wording is announced. Voting polls open for a period of 48 hours on all unresolved proposals. Online polls close on the second day after the meeting at midnight, or approximately 48 hours later.
  • In order to pass an agenda item the total number of yes votes must be a majority of all [ballots] submitted. The total number of ballots submitted must meet [quorum].



Refinement V1

Summary This is the proposed timeline and policy for ATXHackerSpace's voting process. The expanded timeline is designed to help organize discussions, meeting agendas and make more voting accessible.This may also serve as a rubric to help new members write proposals and understand our democratic process.

Description The deadline for submitting a proposal will be the Tuesday prior to bi-monthly membership meetings unless determined by the Executive Director for consideration of importance or time may be added no later than 48 hours prior to the scheduled meeting.

A wiki page is created for each proposal containing a description, relevant documents and information. It shall be the responsibility of the proposal sponsor to upkeep their page(s).

An announcement to the member list will be made to announce

formal in-person meetings, the meeting chair must Agenda topics are posted to the wiki and a wiki page is made for the voting items. Included are a summary, relevant documents, links to conversations, supporting/dissenting pros/cons etc.

- If the an agenda item is not sent to the meeting organizer a week prior it is not added to the agenda.

- Discussion formally begins on email and everywhere else. The proposal can be modified by the 'friendly amendment process' by where the presenter agrees to the change at any time leading up to the end of the scheduled in-person meeting.

Day of official in-person meeting - Physical presence of quorum is not required and a vote does not need to happen at this time.

- A forum at HackerSpace is made available for members and interested people to physically meet and discuss the agenda items.

- This is organized and moderated by a meeting chair and topic presenters can make their case.

24 Hours after the official in-person meeting - Notes from the prior meeting are added to the wiki page for the agenda items. This is done no more than 24 hours after the official in-person meeting.

- Online polls open for voting

48 Hours after the official in-person meeting -Online polls close

-If the total number of votes add up to quorum a majority of those votes would allow us to have a decision or non-decision to be made