Policy & Procedure for Ballot Votes

The following shall be the policy for Ready Alliance on Ballot Votes:

At times it is necessary for a vote to be secret in order to get an honest response from a member who does not wish to publicly take a side. It is for this reason we implement the following. A “secret” ballot vote may be called for by any member with a right to vote in the matter in question by requesting unanimous consent at the time any matter is put before him/her. This matter is undebatable.

Matters which REQUIRE secret ballot by default are:

  • Elections
  • Locations of Secret Meetings
  • Any other vote which might be about classified information
  • Disciplinary measures (votes to initiate and votes on decisions)
  • Removal of any member

The duly elected secretary presides over ballot votes. The secretary is the official ballot counter for these votes and the organization vests all authority in each such matter in him/her. The secretary shall make all decisions about such ballots and their legitimacy. The board of directors may make policies about the legitimacy of ballots and what rules govern them. The secretary may assign others to assist, only if necessary. As ballot votes are secret, it is important to keep as few eyes on the actual materials as necessary. It shall also be the duty of the secretary to maintain the secrecy of the ballots however he/she deems appropriate.

In the event there is a question about the faithfulness of the ballot vote as presided over by the secretary, a simple majority vote by the membership may authorize the President to investigate has he/she deems appropriate.

In order to reduce the risk of ineligible ballots, when a ballot vote is known to be on the agenda, a printed ballot shall be produced in which those voting, only must circle or check a box for their vote. When appropriate there will also be a blank for write-in such as when a candidate must be selected.

The only items which may be combined on a single ballot are candidates for multiple offices. Other measures which are up for vote via ballot must be separated. The secretary shall keep physical ballots for a period of one year from the casting of such votes.

When a ballot vote is called for the secretary will have a printed ballot prepared or if it is requested, spur of the moment it can be recorded on plain paper. The secretary will have the roster of those who are eligible to vote in his/her possession at each meeting, and will check off members as they return their ballots in order to ensure no member casts more than one ballot and that no person who isn’t eligible to vote does so.

Members entitled to vote shall stand and retrieve a ballot from the secretary.

Each ballot shall be returned to the secretary folded in half to maintain secrecy. For an in person vote to be legitimate, it must be placed in the hand of the secretary or whomever he/she has assigned. The secretary or assignee shall take extra care to make sure he/she doesn’t accidentally place two ballots inside each other, as it will invalidate both.

Once the secretary believes all have voted, he/she shall inquire to the body, “Have all voted who wish to?” if there is no response, he/she says “The polls are closed,” whereupon he/she proceeds to count the ballots.

If in unfolding the ballots it is found that two have been folded together, both are rejected as fraudulent. Misspelling is not grounds for disqualification so long as the meaning of the ballot is clear.

The secretary or assignee shall prepare a written report listing the vote counts in the proceeding form. Blank ballots aren’t reported and are considered waste paper. Disqualified and Ineligible votes should be listed as ineligible.

Matter Being Voted Upon (Election, Measure, etc.)

Number of votes Cast .......................... 50
Number of Proxy Votes .........................  2
Necessary for Election or Passing ............. 26

Person A [Actual Name] or "Yes Votes" ......... 27
Person B [Actual Name] or "No Votes" .......... 20

Illegal Votes
Person C (ineligible) .......................... 1
Ballots rejected as fraudelent ................. 2

The secretary or assignee, standing, addresses the chair/president, reads the report and hands it to the chair/president and takes his/her seat. The chair/president then states the winner(s) or pass or fail of measure.

Policy & Procedure for Annual Meeting

The annual meeting, being one of ceremony and importance as well as the only one required by law will be teleconferenced for members who may not be able to be present at their request.

  • Meeting is called to order by the Previous President
  • Roll call of existing members by the secretary
  • Greeting and Introductions for guests
  • The roster of new officers is read
  • The previous President asks all new officers if they still wish to accept the office which they are about to be sworn into.
  • The Previous President then asks all NEW officers to stand and be sworn in.
  • The Previous Secretary will face all officers and recite the following:

“Do you solemnly swear (or affirm) that you will support and defend the Charter and Bylaws of this Organization, the Constitution of the United States and the State in which you reside against all enemies, foreign and domestic; that you will bear true faith and allegiance to the same; that you take this obligation freely, without any mental reservation or purpose of evasion, and that you will well and faithfully discharge the duties of the office on which you are about to enter?”

The appropriate response is “I DO”

  • If the person who administered the oath is also an officer for the upcoming year than he/she shall simply state, “I DO, also”.
  • At this time, the previous past president hands the gavel to the new president and presents the organization with their new officers.
  • The new president then takes over presiding over the meeting and moves on with business.

BUSINESS FOR EVERY ANNUAL MEETING (done first)

  • Committees – Members of each committee need to be asked if they wish to remain. The president should decide if new members are needed for any committees and appoint them where needed. The president should also create any new committees if needed at this time and ask for those interested.
  • Setting of the years events schedule
  • Setting of financial priorities for the year
  • Offering of any amendments to the bylaws or charter

Vote to adopt the minutes as they have been presented on the website.

OLD BUSINESS

  • Officer’s Reports
  • Committee Reports

FLOOR OPENED FOR ANY TOPICS OF DISCUSSION OR VISITOR COMMENTS

NEW BUSINESS

ADJOURNMENT

PRESENTATIONS (If any)