1. Both of these processes are acceptable: 

• Preliminary discussion of the issue can precede a motion.  The information should be circulated to all Board members via e-mail.  

• A motion can be made and seconded and then discussion can follow. The motion should be worded as a motion. Information related to the motion should be distributed with the motion via e-mail.  

All recipients should confirm receipt by return e-mail to all of the other Board members, or if agreed to by the Board, to the Chair of the Board.

2. The motion should be seconded via e-mail prior to any votes being cast.  

3. Comments  circulated should be clearly marked in an manner defined in advance by the Chair. This ensures that Board members will clearly understand which messages have been submitted as discussion of the issue under consideration.

4. The Chair shall determine when the discussion should conclude, and shall set the period during which votes must be cast (1-2 days should be sufficient).  All Board members should confirm by return e-mail that they understand the motion under consideration, and the are aware of the voting time period.

5. The Chair will (on the start date specified) restate the motion, including any friendly amendments, and send a message to everyone asking that votes now be cast. The time for allowing voting should be stated as well - a day  or two should be sufficient. Each person should respond as follows (example format):

"MOTION on xxxx." YES/NO/ABSTAIN

6. Amendments to the original motion should be handled by the Chair during the discussion and the same protocol used to make them part of the final action to be taken.

7. The Secretary of the Board will make and keep a record of the discussion and will count the ballots. The Secretary will follow up with those not recording a vote for the record and report the outcome to the full Board.

8. All votes completed by e-mail will be reconfirmed at the next meeting of the Board and recorded in the minutes of that meeting.

9. A single association e-mail address will be used for all messages related to the motion, discussion and voting process.  Messages sent to this address will be automatically forwarded to all Board members.

9. E-mail votes are appropriate when the items in question are not controversial and do not require extensive background and explanation. If the Chair, in consultation with the Board, believes that the item might require extensive discussion, she/he will defer voting until the next meeting. If any Board member wishes to request that voting on a particular issue be at a regular meeting and not via e-mail, they should inform the Chair.

Policies and Practices highlights sample policies and practices that can be adapted and implemented by associations and other not-for-profit organizations.