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Voting process should be established in a manner that makes it as easy as possible for the most voices to be heard.

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Agenda and agenda items need to be done a month before meetings

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Agenda and agenda items need to be done a month before meetings

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Solution for LGBTQ vs Allies I feel that everyone should be able to have a vote. We could have in bylaws that one of the leads has to be a person who identifies as LGBTQ+

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Solution for LGBTQ vs Allies I feel that everyone should be able to have a vote. We could have in bylaws that one of the leads has to be a person who identifies as LGBTQ+

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Solution for proxy voting you can make sure the agenda is sent out a month before the meeting to make sure they know what is on the agenda, and that way they know about the discussion, and can have a vote

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Solution for proxy voting you can make sure the agenda is sent out a month before the meeting to make sure they know what is on the agenda, and that way they know about the discussion, and can have a vote

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Allies should be encouraged to abstain from voting when the issue doesn't directly affect them.  You can create a culture where people use their "abstention" vote in a sensical way.  

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Allies should be encouraged to abstain from voting when the issue doesn't directly affect them.  You can create a culture where people use their "abstention" vote in a sensical way.  

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Modified version of polling strategy when a vote is needed:

"Who supports this proposal 100%? (represented as a thumbs up)
"Who can live with and will support this proposal even if it's not their first choice?" (represented as a sideways thumb)
"Who is uncomfortable with this proposal and is willing to discuss questions or concerns?" (represented as a thumbs down)

The facilitator cohort can designate a set amount of time for discussion on the topic and then call for a second poll.

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Straw Poll or Sense Vote: After the sponsor presents the proposal, a pre- vote is cast for the proposal prior to ANY discussion. This vote is called a "sense vote" or "straw poll" wherein the group can get an idea of how everyone feels about the issue. The process is simple. The facilitator cohort asks the following questions in the meeting and members vote using thumbs up, thumbs sideways, or thumbs down.

"Who likes (or supports) the proposal?" (represented as a thumbs up)
"Who can live with the proposal?" (represented as a sideways thumb)- Those who vote this way are agreeing to support the proposal, even if not 100% thrilled with every aspect of it.
"Who is uncomfortable with the proposal?" (represented as a thumbs down)

Results of Straw poll/sense vote:
If all of the group likes/supports or can live with the proposal, it is immediately moved to the next stage, a formal vote, with no discussion necessary. If most of the group is uncomfortable with the proposal, it is postponed for further rework by the sponsor. (Those making the proposal can seek feedback outside the meeting setting.) If some members are uncomfortable, they can state their objections and the clock for a brief (10 minute) discussion begins. At the conclusion of the timer, the meeting facilitator calls for a vote on the following question: “Should we implement this decision over the stated objections of the minority, when a majority of the group feels it is workable?” A “yes” vote would lead to a majority rule, and a no vote would postpone the decision for future rework by the sponsor.

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Once a person (or committee/workgroup, etc.) sponsors a proposal (where a vote is needed), they are responsible for it. The full ERG may not vote on the issue unless the sponsor is present. The sponsor is also responsible for concisely presenting the item to the group.

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All ERG members are responsible to come to meetings prepared, having read all meeting materials before the meeting unless otherwise noted)

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In the event that a vote is needed, necessary information is shared in advance of the meeting, allowing enough time for members to absorb the content before the meeting. Ideally, the information shared will include a specific proposal that includes a summary, full text of the proposal, background information, relevant data, pros and cons, and possible alternatives- as well as a specific recommendation.

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Meetings are planned around an agenda that is created by the facilitator cohort, and shared in advance by all attendees. The agenda will include specific items and time limits for each.

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Teams channel open for conversation to clarify meeting notes or voting topics (for those who cannot attend meetings where the topic was discussed) – be more vocal about this and really push participants to “do their homework” prior to voting

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Teams channel open for conversation to clarify meeting notes or voting topics (for those who cannot attend meetings where the topic was discussed) – be more vocal about this and really push participants to “do their homework” prior to voting

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Can provide a statement before each vote, “Consider your involvement and comfort-level with a topic before voting…” – if people miss meetings, remind them they can review meeting notes so they can still make knowledgeable decision if they do vote

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Can provide a statement before each vote, “Consider your involvement and comfort-level with a topic before voting…” – if people miss meetings, remind them they can review meeting notes so they can still make knowledgeable decision if they do vote

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Need to attend at least 1 meeting every 3-4 months to be in the group/vote?

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Need to attend at least 1 meeting every 3-4 months to be in the group/vote?

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Participation/Attendance – should there be a minimum requirement in terms of meeting involvement to vote?

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Participation/Attendance – should there be a minimum requirement in terms of meeting involvement to vote?

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LGTBQ vs Allies – okay for everyone to vote for all issues? Want appropriate representation for different issues.

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LGTBQ vs Allies – okay for everyone to vote for all issues? Want appropriate representation for different issues.

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Allow members to be voting members or members that just attend some meetings

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Allow members to be voting members or members that just attend some meetings

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For by proxy voting: voters could provide the co-facilitator with the reason for their vote, so that can be read out

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For by proxy voting: voters could provide the co-facilitator with the reason for their vote, so that can be read out

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Can we say we need 51% participation rate?Then we could suggest response options and include no preference as an option (abstaining, etc.)

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Can we say we need 51% participation rate?Then we could suggest response options and include no preference as an option (abstaining, etc.)

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Know how many are in group/on appointment and then % needed to adopt results of the vote.

Voting present (I am here for vote but not voting yes or no), yes, no, abstaining (not filling out vote)

Can we say we need 51% participation rate?
Then we could suggest response options and include no preference as an option (abstaining, etc.)

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For by proxy voting/voting on behalf of someone/not present during the meeting: we were trying to find a way to prevent people who don’t show up at any of the meetings from voting

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For by proxy voting/voting on behalf of someone/not present during the meeting: we were trying to find a way to prevent people who don’t show up at any of the meetings from voting

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For by proxy voting: persons not in attendance will miss out on the discussion surrounding the item that is up for a vote

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For by proxy voting: persons not in attendance will miss out on the discussion surrounding the item that is up for a vote

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Allow people to vote even if they’re not in attendance by proxy voting, emailing their vote to one of the co-facilitators and the co-facilitator voting on their behalf

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Allow people to vote even if they’re not in attendance by proxy voting, emailing their vote to one of the co-facilitators and the co-facilitator voting on their behalf