Planning for Virtual Elections
The Northshore Council PTSA board is proposing the following change to its standing rules (to be voted on by membership on 3/30/2020):
Should be nested under Section 5 - Meetings, Quorums & Voting
If the president determines that a formidable challenge will prevent a scheduled membership meeting to happen in person, ballot voting, including the election of officers or nominating committee, may take place via electronic transmission. If ballot voting takes place by electronic transmission, the Northshore Council PTSA electronic voting policy and procedure will be followed.
The new rule references an electronic voting policy. The draft policy is available for download below:
DRAFT Electronic Voting (E-Voting) Policy:
For Local PTAs:
Below are policy models designed to work for local PTAs in both .pdf format as well as Word (so that it is editable). Local PTAs are encouraged to use it and adapt it to fit their needs.
Frequently Asked Questions:
Q: What is an election policy and procedure?
A: Think of it as a how-to document. It should explain what the plan is (policy) and how it is going to be accomplished (procedure). So, in this case, the plan is to allow electronic voting in certain situations and have a clear procedure of how it is going to work. Having a written policy works to ensure clarity and transparency in the process for all involved.
Q: Why is there not something my PTA can just copy and paste for this?
A: Every PTA and every community is different-- so there isn't any one 'right' way to do it. Northshore Council is sharing its proposed standing rule and policy in part so it can serve as a sort of template for local PTAs who are considering adding electronic voting. Local PTAs are encouraged to use it and adapt it to fit their needs.
Q: Does the policy have to be completed prior to voting?
A: No. You don't need to have the policy ready at the time of the Standing Rules change.
Q: Does the policy have to be voted on by membership?
A: No. Membership does not need to vote on policy itself-- policy is within the purview of the board.
Q: Does the policy need to be completed before electronic voting takes place?
A: Yes. If policy is referenced in the standing rules, then it definitely be in place prior to any electronic voting. In essence: you gotta have a plan-- and it should be documented for both transparency and clarity.
Remember: Council is here to help! If you have questions or want some additional guidance, contact your Northshore Council PTSA VP: Elementary Support (Cindy Jensen) or VP: Secondary Support (Melissa Kline).
Here is a list of the key references Council used in formulating its proposed policy:
**Password protected resource. Find the login information in the latest issue of WSPTA Leadership News or by contacting your Northshore Council PTSA VP: Elementary Support or VP: Secondary Support.
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