[Lnc-business] details for electronic mail ballots

Wed Jun 29 07:47:50 EDT 2016

David,

I'd be willing to help.  Why don't we set up a small Facebook group for
discussion and document exchange.  Assuming
everyone interested in working on this project is on FB.

Sam

Sam Goldstein
Libertarian National Committee
Member at Large
8925 N Meridian St, Ste 101
Indianapolis IN 46260
317-850-0726 Phone
317-582-1773 Fax

On Wed, Jun 29, 2016 at 3:12 AM, David Demarest <dpdemarest at centurylink.net>
wrote:

> Whitney, we may want to take this project off-line. I suggest that we
> start with developing an orientation process for new regional reps and
> alternates since the other LNC positions appear to be more completely
> defined in existing documentation.
>
>
>
> I will be glad to take the lead but as a newbie I would like suggestions
> from Sam, Caryn and any others interested on an appropriate way to tackle
> this relatively small project.
>
>
> Any others interested?
>
>
>
> ~David Pratt Demarest
>
> Region 6 Representative, Libertarian National Committee
>
> *DPDemarest at centurylink.net <DPDemarest at centurylink.net>*
>
> David.Demarest at firstdata.com
>
> Cell:      402-981-6469
>
> Home: 402-493-0873
>
> Office: 402-222-7207
>
>
>
> *From:* Lnc-business [mailto:lnc-business-bounces at hq.lp.org] *On Behalf
> Of *Whitney Bilyeu
> *Sent:* Tuesday, June 28, 2016 7:44 PM
>
> *To:* lnc-business at hq.lp.org
> *Subject:* Re: [Lnc-business] details for electronic mail ballots
>
>
>
> Sure!  Who's taking the lead, and when do we start?
>
> Whitney
>
> On Jun 28, 2016 7:12 PM, "David Demarest" <dpdemarest at centurylink.net>
> wrote:
>
> Whitney, would you like to help design and implement a LNC new member
> orientation process?
>
>
>
> ~David Pratt Demarest
>
> Region 6 Representative, Libertarian National Committee
>
>
>
> *From:* Lnc-business [mailto:lnc-business-bounces at hq.lp.org] *On Behalf
> Of *Whitney Bilyeu
> *Sent:* Tuesday, June 28, 2016 12:30 PM
> *To:* lnc-business at hq.lp.org
> *Subject:* Re: [Lnc-business] details for electronic mail ballots
>
>
>
> I would appreciate an orientation.
>
> Whitney Bilyeu
> LNC Region 7 Rep
>
> On Jun 27, 2016 7:47 AM, "David Demarest" <dpdemarest at centurylink.net>
> wrote:
>
> Alicia, good point. Most of my concerns would be alleviated by Sam’s
> proposal for a brief post-convention LNC orientation session for new
> members supplemented by a simple informal handout with helpful suggestions
> such as yours below.
>
>
>
> While helpful clarifications and guidance do not necessarily require
> formal documentation changes, simple informal guidance handouts and new
> member orientation are obviously a smart and effective approach to convey
> the institutional knowledge grease necessary to maintain a smooth running
> organization, including our region-to-LNC communication channel value add
> to the LNC. I would be glad to help develop and implement an informal
> guidance process for new LNC members.
>
>
>
> ~David Pratt Demarest
>
> Region 6 Representative, Libertarian National Committee
>
>
>
> *From:* Lnc-business [mailto:lnc-business-bounces at hq.lp.org] *On Behalf
> Of *Alicia Mattson
> *Sent:* Sunday, June 26, 2016 9:08 PM
> *To:* lnc-business at hq.lp.org
> *Subject:* Re: [Lnc-business] details for electronic mail ballots
>
>
>
> DD>> On a similar but separate subject, at your convenience when your
> schedule is not so crazy, I would appreciate receiving similar instructions
> and procedures excerpted from the bylaws or elsewhere in LNC documentation
> that  clearly delineates the roles and responsibilities of regional
> representatives and their alternates.
>
> I'm going to take the "teach a man to fish" approach rather than the "give
> a man a fish" approach.  Both the published copy of the bylaws and the
> policy manual are text-searchable.  CTRL-F, search for "region", and what
> you find is what we've got.
>
> -Alicia
>
> .
>
>
>
> On Sun, Jun 26, 2016 at 6:33 AM, David Demarest <
> dpdemarest at centurylink.net> wrote:
>
> Alicia – Thank you for very clear and unambiguous instructions and
> procedures on LNC email balloting – very helpful to us newcomers on the
> board!
>
>
>
> On a similar but separate subject, at your convenience when your schedule
> is not so crazy, I would appreciate receiving similar instructions and
> procedures excerpted from the bylaws or elsewhere in LNC documentation that
>  clearly delineates the roles and responsibilities of regional
> representatives and their alternates. With Caryn Ann Harlos’ help, I see
> some of region structure mechanical details. However, I have not been able
> to locate any LNC documentation that spells out regional representative and
> alternate roles and responsibilities.
>
>
>
> Caryn Ann and I have discussed a possible default description of regional
> representative and alternate roles and responsibilities. I submit the
> following for discussion:
>
>
>
> LNC regional representatives and alternates who serve at the pleasure of
> the region member state chairs are encouraged to provide a transparent
> channel that facilitates mutually supportive communication between the LNC
> and officers and members of the regional state organizations. Actual
> regional organization policies are left to the discretion of and agreement
> between the member state chairs and their regional representatives and
> alternates.
>
>
>
> Question: Should the above be offered as a motion or as an amendment to
> the bylaws? If a motion is appropriate, in addition to Caryn, are there two
> more board members that would like to co-sponsor such a motion following
> discussion and revisions?
>
>
>
> Thoughts?
>
>
>
> *Celebrate Life, Set the Bar High and LIVE FREE!*
>
>
>
> ~David Pratt Demarest
>
> Secretary, Nebraska Libertarian State Central Committee
>
> Region 6 Representative, Libertarian National Committee
>
> Secretary at LPNE.org
>
> David.Demarest at LP.org
>
> DPDemarest at centurylink.net
>
> David.Demarest at firstdata.com
>
> http://www.LPNE.org <http://www.lpne.org/>
>
> http://www.LP.org <http://www.lp.org/>
>
> Cell:      402-981-6469
>
> Home: 402-493-0873
>
> Office: 402-222-7207
>
>
>
> *From:* Lnc-business [mailto:lnc-business-bounces at hq.lp.org] *On Behalf
> Of *Alicia Mattson
> *Sent:* Sunday, June 26, 2016 4:35 AM
> *To:* lnc-business <lnc-business at lp.org>
> *Subject:* [Lnc-business] details for electronic mail ballots
>
>
>
> Bylaws Article 13 authorizes our electronic mail ballots as follows:
>
> Boards and committees may transact business by electronic mail. The chair
> or secretary shall send out electronic mail ballots on any question
> submitted by the chair or cosponsored by at least 1/5 of the members of the
> board or committee. The period for voting on a question shall remain open
> for ten days, unless all members have cast votes, or have stated an
> intention to abstain or be absent during the voting period, by electronic
> mail to the entire board or committee. Votes from alternates will be
> counted, in accordance with previously defined ranked order, in the absence
> of the corresponding committee member(s). The outcome of each motion shall
> be announced promptly and recorded in the minutes of the next meeting. The
> number of votes required for passage of any motion shall be the same as
> that required during a meeting. Motions dispensed through electronic mail
> ballots satisfy the requirement of giving previous notice.
>
>
>
> We have 17 members of the board.  The chair may submit an electronic mail
> ballot, or 1/5 of the members of the board (4) may co-sponsor an electronic
> mail ballot.
>
> The policy manual has some other provisions regarding electronic mail
> ballots:
>
> ------------------------------
>
> Section 1.02.6 (regarding what is required to be in the minutes):
>
> The following aspects of each mail ballot conducted since the prior
> meeting and reported by the Secretary at that meeting:
>
> o the complete text of the motion,
>
> o the names of the co-sponsors,
>
> o the dates of the initiation and completion of the balloting, and
>
> o the roll of those voting on the motion.
>
>
> Section 1.04.1:  Electronic mail ballots shall not include an accompanying
> argument for or against passage of the motion. Notification of an
> electronic mail ballot shall be made by the Secretary by electronic mail.
> An LNC Member may change his or her vote on an electronic mail ballot,
> provided that the change is received by the Secretary by the deadline for
> return of ballots.
>
>
>
> Section 2.07.4:  The Secretary shall report the results of electronic mail
> ballots at each LNC meeting immediately following those ballots.
> ------------------------------
>
> I don't wait until the next meeting to tell you how the vote turned out,
> as you might wonder from 2.07.4.  I go ahead and report the results shortly
> after the voting period.  They are also reported at the next LNC meeting.
>
>
>
> When does voting end on an electronic mail ballot?
>
> The bylaws say that the voting remains open for 10 days (unless shortened
> by everyone voting/abstaining early).  What time of day on the final day
> does voting end?  If I send it at 5:17pm, does it end at 5:17pm on the 10th
> day?  Perhaps.  Or is it the generic sense of the day, as in 11:59pm on
> Thursday is still only one day after 9:15am on Wednesday?  What has worked
> well in past terms is to give the most generous interpretation of the
> voting deadline of 11:59:59pm.  Then members don't have to remember what
> time of day each mail ballot ends.  It always ends at midnight on the 10th
> day after it is sent.
>
> Midnight in which time zone?  In the past I have used Pacific Time Zone,
> as it is my time zone and it also gives a generous interpretation.  It
> doesn't matter to me all that much which one we pick, so long as we set a
> standard that everyone knows.  Consistency is the main desired feature.
> Unless the LNC feels inclined to say differently, I will continue to use
> Pacific Time Zone for the deadlines.
>
> How do you co-sponsor an email ballot?
>
> After someone sends a message to the list requesting co-sponsors, just
> reply to that message with a blatantly clear indication like "I will
> co-sponsor this."  Don't leave me guessing and interpreting with phrases
> like "This is a good idea" or "I support this".  I will not interpret such
> phrases as co-sponsorships.  Use the magic word "co-sponsor" to remove all
> doubt.
>
>
>
> How do you vote?
>
> After a sufficient number of co-sponsors have been identified, I will send
> a message announcing the start of the 10-day voting period with all the
> necessary details.
>
>
>
> I use a fixed pattern for the subject lines when I sent email ballots.
> That makes it easier to find them in your email history.  I'll number each
> email ballot with first the year, then a number indicating the year-to-date
> count of email ballots.  The first email ballot of this year will be
> 2016-01, for example.  The prior term's LNC did not conduct any email
> ballots in 2016, so that numbering won't duplicate anything from the past.
>
> To vote, simply reply to that email thread with your vote.
>
> Make your vote very clear, as in, "I vote yes", or "I vote no".
>
> Do not use phrases that are subject to interpretation, or have
> contingencies like "I vote yes if this means X but no if it means Y".  If
> you say "you have my support", I do not interpret that as a vote, but as
> debate.
>
> Please do not embed your vote inside of other extensive commentary, as
> that increases the chances that I will overlook your vote.
>
> Please put your vote as the first thing in your email message.  The
> cleanest option is to put nothing else in your message except for the vote,
> though if you must include debate on the motion to explain yourself, make
> your vote the first thing in the message.
>
> -Alicia
>
>
>
>
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>
>
>
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