Member Voting Process & Structure

Approved by NEC Board: 02/15/2023
Amended by NEC board: 06/21/2023 - Amended to allow new members to immediately vote in board elections (see “Who Can Vote”)

Purpose

In the NEC Decision-Making Chart of the Org Governance Guide, NEC highlights 5 bodies in which decisions are made: General Circle, Board, Circles, Staff, and Membership. The first 4 of these bodies are bound by charters and have instituted systems of voting. But “Membership” does not have an instituted system for voting. According to the chart, Membership is D2 (final decision-maker) on the following:

  1. Approving Multi-year Strategic Plan

  2. A Substantial or Significant structural change to Membership (ie: creation of Leadership Council)

  3. Electing new board members The purpose of this process & structure is to drive deeper member self-direction in network decision-making.

Who can vote?

  • Members! Every active member organization is entitled to 1 vote. 

  • Ballots are sent via email primary organizational contact. One individual can only represent and vote on behalf of one organization. 

  • Members of members who are NOT independent members may not vote independently of their affiliated member organization

Virtual Quorum

A vote is considered valid if a minimum 30% of the member organizations have cast a vote. If quorum is not reached, the proposing body may extend the vote by up to 2 additional weeks and organize staff in doing targeted outreach. 

If quorum is still not reached after intentional and persistent member engagement, the Board has the power to review the proposal, comments and votes-to-date and make a final decision or send the proposal back to committee.

Structure & Process

Proposal Roadmap

  • Day 1: Proposal is introduced to Membership

  • Days 1-10: Comment period.  Initial proposal language shared. Clarifying questions are answered. Strong objections are voiced. Friendly amendments are proposed

  • Days 11-15: Final language drafted by proposing circle. 

  • Days 16-23: Final Language Shared with all members. Final materials must be shared with the membership no less than 7 days in advance of the vote via email.

  • Day 30: Final proposal is presented at an all-member convening or call.  Voting is opened once the proposal is made. Votes may be cast immediately and members have 1 week to register their vote.

Voting Structure

Consent-based voting will be used for “yes/no” proposals. Rank choice voting will be used for board elections or any proposal in which voters are deciding between or among multiple options. 

Passing Vote

For consent based (yes/no) decisions, the passing threshold for a vote is 65% consent. 

For rank choice decisions, the passing threshold is determined by the number of spots determined within the proposal. (ie: The top 3 candidates will be elected to the board to fill 3 open seats.) 

Announcing the Vote

Voting results should be formally recorded and announced in a timely manner after the vote closes. They should be communicated through the member listserv, in the member update, and on the next member call. Next steps for implementation should be communicated appropriately and sufficiently to members.