Voting Members
During an Annual General Meeting (AGM), it is essential to implement proper procedures, as outlined in your constitution and by-laws, to accurately identify and validate voting members. This ensures that the voting process includes only eligible individuals who have the right to participate in the decision-making.
To achieve this, consider the following steps:
- Review your constitution and by-laws to understand the criteria for membership and voting rights.
- At the AGM, have a system in place to verify and authenticate the members present. This can be done by cross-referencing the attendees against a pre-compiled list of eligible voting members and voting member wearing some type of identification (wrist band, sticker etc) to ensure the correct votes are being made.
Ballot voting
During the Annual General Meeting (AGM), it is important to be reminded that in some instances, voting members may request a ballot vote. In such cases, it is crucial to be adequately prepared by having the necessary documentation readily available. This ensures a smooth and efficient process for conducting the ballot vote.
| Anticipate ballot requests | Prior to the AGM, be aware of the possibility that some voting members may prefer a ballot vote instead of a show of hands or voice vote. Acknowledge this potential scenario and plan accordingly. |
| Prepare the necessary documentation | Have the required ballot papers, envelopes, and any other relevant materials prepared in advance. Ensure that the ballots are clear and easy to understand, and that they provide sufficient space for voters to mark their choices. |
| Communicate the process | Clearly communicate to the AGM attendees, prior to the vote, how the ballot voting process will be carried out. Provide an overview of the steps involved and any specific requirements or deadlines to ensure that everyone is informed and prepared |
| Organise the distribution process | Establish a procedure for distributing the ballots to voting members who request them. This may involve having designated individuals responsible for handing out the ballots or setting up a separate area where members can collect their ballots in a confidential manner. |
| Provide clear instructions | Along with the ballots, include concise and easy-to-follow instructions that outline how to mark the ballots, seal them in the envelopes (if applicable), and submit them securely. This helps avoid any confusion or errors during the voting process. |
| Ensure privacy and confidentiality | Create a designated area or private space where voting members can complete their ballots in secrecy. This allows them to exercise their voting rights without influence or interference. |
| Establish a secure collection system | Set up a secure collection process for the completed ballots. This can include using sealed ballot boxes or envelopes that are collected by appointed individuals (Scrutineers) who are responsible for safeguarding the integrity of the votes |
| Plan for ballot counting | Prepare a plan for counting the ballots after the voting period ends. Define the process, including who will be involved in the counting, and ensure that it is conducted transparently and in accordance with the established procedures |
| Club Tip If there is one nomination for a position that has been received prior to the AGM, the members do not have to automatically accept the nomination and the members can request a ballot or vote for this position. If it is not endorsed the position can be left vacant. |
Link TGOV0050 – Voting Ballot Form.docx
Revision:
25
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