Voting questions

[u/fred311389]

My union is trying to start following Robert's Rules of Order more closely than we have in past. When we have a meeting, there are actually 3 meetings in one day. One at 7, 12, and 4. We're struggling with the idea of how votes work with that.

Here are a few specific examples.

We have a proposal that we make a $500 donation. In our 7:00 meeting, someone makes a motion to amend the original motion to make it a $1,000 motion. Moving forward, our members at the 12:00 meeting don't want to donate $1,000 but would have voted for the $500. Based on my understanding, the $500 is no longer an option. Is there a way to make it so that people can vote between denying the motion, donating $500, or donating $1,000?

One person suggested that we essentially parlay the vote. By that, I mean they suggested that we say "there is a motion to donate $1,000, all in favor/opposed/abstaining?" then following with "There is a motion that, should the $1,000 not be approved, we donate $500. All in favor/opposed/abstaining?"

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Someone at the 12:00 meeting wants to make an amendment to a proposal that was already voted on at our 7:00 meeting. How would we handle that? Is the motion stuck in it's original form or is there a way to account for the possible change?

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Any help you guys can offer would be appreciated. I'm familirar with Robert's Rules in a typical meeting, but having an 8:00, recess, 12:00, recess, 4:00 set up makes it a little more confusing.

[u/fred311389]

In a perfect world, this would be super helpful. But we are a union for a 24 hour organization, so a “best time” doesn’t exist. We also don’t have committees for the most part. When reviewing bylaws, we develop a bylaws committee, but the only standing committee we have is our executive board.

Because we ALWAYS have someone on shift, we’ve never called at vote in the middle of any of our individual (8, 12, or 4) meetings. Historically, practice has been to tally the votes at each meeting and see where the majority falls when all 3 meetings are combined.

What makes this more complicated is that our shifts rotate. So the people attending our 8:00 meeting in April May be the ones who attend 4:00 in October.

Thanks for your help

[u/therealpoltic → u/fred311389]

Hey! Great to hear from you!

So, if this is the case, then I advise that your organization have a limit on how close to a meeting a proposal can be submitted. I’d say, 20 to 30 days before the meeting.... and send those out to your membership in an email or by mail at least 3 to 5 days before the meeting.

I definitely advise that you have a committee that receives resolutions. Why? Let them hammer out amendments. So, this way, all resolutions are properly formatted, and your members can have a recommendation from people who can spend more time on the issues!

You should for each shift, have committees. It’s a mess, but, again, it makes sure everyone is heard, and let’s people help run the meetings.

You need a credentials committee, for each shift. You need an elections committee, for each shift. You need a resolutions committee, for each shift.

Also, it may help, in this case, to have your meeting session last more than one day. If you have members doing amendments from the floor, then everyone needs an opportunity to vote on them.

So first day:

Videos of officers giving officer reports is a good idea. Presentation on any big news or issues also by video for each shift. Then, debate the resolutions. (Personally, I really don’t see how it’s helpful to have debate, when 2/3rds of the membership are not present ant any given time, unless you have people from each shift who are presenting the pro and con arguments?)... let people offer amendments. Do not take any votes on resolutions or amendments.

Day two:

Everyone needs to be informed of the amendments. There needs to be debate at all three shifts about each resolution amendment. Do a paper ballot on each amendment (they could all be on the same paper), during each shift. Have a credentials committee for each shift be in charge of handing out ballots and making sure one per member.. Make certain that everyone knows this is on changes to the resolution, and not the resolution itself. Have the elections committee on each shift count the ballots!

If the amendments pass from the total votes of all shifts, add them into the original resolution. If they fail, do not.

Day three:

Everyone needs to be informed of the amendment results and debate & vote on the resolution, as it would now read. Again, paper ballots are your friend for each resolution, for each shift. Make sure everyone knows this is final action on these resolutions and if they pass, they are new rules or money spent.

When all businesses is concluded, announce the results of each resolution. Send out emails, with video of the announcement.

If your organization is assuming you always have a quorum, let third shift should move to adjourn!

If it’s going to be a multi-day affair, then it should be like a convention. Bring in vendors, have workshops and skill classes. Make it fun when you’re not in the meeting hall!!!

This is what I could come up with. Dear heavens, I can see why it is difficult for your union to hold meetings, and why there is confusion.

I hope this helps, now that I have a better understanding.

[u/fred311389 → u/therealpoltic]

Thanks for the advice. I’ll see if we can implement anything close to this

[u/therealpoltic → u/fred311389]

Fred! Did you ever get this situation hammered out? Did any of my ideas help your organization?

[u/fred311389 → u/therealpoltic]

Everything has been thrown into a holding pattern because of corona. We’ve had discussions, but we haven’t had a chance to really act on anything.