[Lnc-business] details for electronic mail ballots

Wed Jun 29 08:23:41 EDT 2016

I will help/participate.

Caryn Ann

On Wednesday, June 29, 2016, Brett Bittner <brett at brettbittner.com> wrote:

> 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
> <javascript:_e(%7B%7D,'cvml','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
>> <javascript:_e(%7B%7D,'cvml','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
>>> <javascript:_e(%7B%7D,'cvml','DPDemarest at centurylink.net');>*
>>>
>>> David.Demarest at firstdata.com
>>> <javascript:_e(%7B%7D,'cvml','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
>>> <javascript:_e(%7B%7D,'cvml','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
>>> <javascript:_e(%7B%7D,'cvml','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
>>> <javascript:_e(%7B%7D,'cvml','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
>>> <javascript:_e(%7B%7D,'cvml','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
>>> <javascript:_e(%7B%7D,'cvml','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
>>> <javascript:_e(%7B%7D,'cvml','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
>>> <javascript:_e(%7B%7D,'cvml','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
>>> <javascript:_e(%7B%7D,'cvml','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
>>> <javascript:_e(%7B%7D,'cvml','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 <javascript:_e(%7B%7D,'cvml','Secretary at LPNE.org');>
>>>
>>> David.Demarest at LP.org
>>> <javascript:_e(%7B%7D,'cvml','David.Demarest at LP.org');>
>>>
>>> DPDemarest at centurylink.net
>>> <javascript:_e(%7B%7D,'cvml','DPDemarest at centurylink.net');>
>>>
>>> David.Demarest at firstdata.com
>>> <javascript:_e(%7B%7D,'cvml','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
>>> <javascript:_e(%7B%7D,'cvml','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
>>> <javascript:_e(%7B%7D,'cvml','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
>>>
>>>
>>>
>>>
>>> _______________________________________________
>>> Lnc-business mailing list
>>> Lnc-business at hq.lp.org
>>> <javascript:_e(%7B%7D,'cvml','Lnc-business at hq.lp.org');>
>>> http://hq.lp.org/mailman/listinfo/lnc-business_hq.lp.org
>>>
>>>
>>>
>>>
>>> _______________________________________________
>>> Lnc-business mailing list
>>> Lnc-business at hq.lp.org
>>> <javascript:_e(%7B%7D,'cvml','Lnc-business at hq.lp.org');>
>>> http://hq.lp.org/mailman/listinfo/lnc-business_hq.lp.org
>>>
>>>
>>> _______________________________________________
>>> Lnc-business mailing list
>>> Lnc-business at hq.lp.org
>>> <javascript:_e(%7B%7D,'cvml','Lnc-business at hq.lp.org');>
>>> http://hq.lp.org/mailman/listinfo/lnc-business_hq.lp.org
>>>
>>>
>>> _______________________________________________
>>> Lnc-business mailing list
>>> Lnc-business at hq.lp.org
>>> <javascript:_e(%7B%7D,'cvml','Lnc-business at hq.lp.org');>
>>> http://hq.lp.org/mailman/listinfo/lnc-business_hq.lp.org
>>>
>>>
>>
>> _______________________________________________
>> Lnc-business mailing list
>> Lnc-business at hq.lp.org
>> <javascript:_e(%7B%7D,'cvml','Lnc-business at hq.lp.org');>
>> http://hq.lp.org/mailman/listinfo/lnc-business_hq.lp.org
>>
>>

-- 
In Liberty,
Caryn Ann Harlos
Region 1 Representative
(Alaska, Arizona, Colorado, Hawaii, Kansas, Montana, Utah, Wyoming,
Washington)
Caryn.Ann.Harlos at LP.org
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