Planning for Virtual Elections

Like many PTAs, Northshore Council PTSA's standing rules (approved 9/2019) do not include electronic voting as an option. So Council board members have been working to make changes to standing rules and develop an electronic voting policy to ensure Council is prepared in the event that an in-person membership meeting is not possible before the end of the fiscal year.

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:

nscptsa_standingrules_proposedamendment_e-voting-policy_2020.v.3.pdf
File Size:	86 kb
File Type:	pdf

Download File

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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.

template_electronic-voting-policy.pdf
File Size:	36 kb
File Type:	pdf

Download File

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template_electronic-voting-policy.docx
File Size:	39 kb
File Type:	docx

Download File

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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).

References:

Here is a list of the key references Council used in formulating its proposed policy:

• WSPTA Uniform Bylaws (2019-2020)
• WSPTA Policy Manual (9/2019) - Appendix M has best practices for electronic or mail voting
• **Standing Rules Handbook (2019-20)
• **Standing Rules Template - For Councils (10/2019)
• **Nominating Committees & Elections Handbook (2019-20)
• **Mail, Email and Electronic Voting (6/2019)
• Washington State PTAs and COVID-19 (blog post, 3/11/2020) – shares ideas on how PTAs can work to support their communities during this crisis and virtual meetings
• Taking Care of Business through Virtual Meetings (blog post, 3/23/2020) – focusing on approving a budget for next year and officer elections
• Robert, H. M., Robert, S. C., Seabold, D. E., & Gerber, S. (2011). Roberts rules of order: newly revised, 11th edition. Philadelphia, PA: Da Capo Press.

**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.