[Lnc-business] details for electronic mail ballots

Wed Jun 29 08:08:02 EDT 2016

As a new Rep with a term as an Alternate under my belt, I'd like to help.

Also, I'm on FB, so a group there makes sense to me.

Brett

**This message sent from my phone. Please excuse any typos.
On Jun 29, 2016 07:48, "Sam Goldstein" <goldsteinatlarge at gmail.com> wrote:

> 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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>>
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>>
>
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