Voting Process LEADERS ERG Considerations by https://padlet.com/johnsona1291/2w8d7loniog3o3n6 en-us 2023-01-03 17:28:23 UTC 2023-02-24 20:47:27 UTC hello@padlet.com 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 johnsona1291 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432719899 2023-01-03 17:42:56 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432719899 For by proxy voting: persons not in attendance will miss out on the discussion surrounding the item that is up for a vote johnsona1291 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432720470 2023-01-03 17:43:32 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432720470 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 johnsona1291 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432720876 2023-01-03 17:43:59 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432720876 Can we say we need 51% participation rate?Then we could suggest response options and include no preference as an option (abstaining, etc.) johnsona1291 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432721637
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.)]]> 2023-01-03 17:44:48 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432721637 For by proxy voting: voters could provide the co-facilitator with the reason for their vote, so that can be read out johnsona1291 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432722210 2023-01-03 17:45:27 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432722210 Allow members to be voting members or members that just attend some meetings johnsona1291 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432722680 2023-01-03 17:45:57 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432722680 Concerns: johnsona1291 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432742576 2023-01-03 18:06:02 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432742576 Solutions: johnsona1291 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432743100 2023-01-03 18:06:36 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432743100 LGTBQ vs Allies – okay for everyone to vote for all issues? Want appropriate representation for different issues. johnsona1291 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432764359 2023-01-03 18:28:22 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432764359 Participation/Attendance – should there be a minimum requirement in terms of meeting involvement to vote? johnsona1291 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432765532 2023-01-03 18:29:32 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432765532 Need to attend at least 1 meeting every 3-4 months to be in the group/vote? johnsona1291 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432765923 2023-01-03 18:29:57 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432765923 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 johnsona1291 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432768248 2023-01-03 18:31:59 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432768248 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 johnsona1291 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432774074 2023-01-03 18:37:18 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432774074 How to handle a tie johnsona1291 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432786192 2023-01-03 18:49:34 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2432786192 johnsona1291 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2449940753 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. ]]> 2023-01-19 15:17:03 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2449940753 johnsona1291 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2449945296 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.]]> 2023-01-19 15:20:02 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2449945296 johnsona1291 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2449947301 All ERG members are responsible to come to meetings prepared, having read all meeting materials before the meeting unless otherwise noted)]]> 2023-01-19 15:21:24 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2449947301 johnsona1291 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2449952053 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.]]> 2023-01-19 15:24:19 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2449952053 johnsona1291 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2449963079 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.]]> 2023-01-19 15:31:21 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2449963079 johnsona1291 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2449981025 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. ]]> 2023-01-19 15:43:14 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2449981025 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. https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2456132457 2023-01-25 13:29:10 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2456132457 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 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2457681532 2023-01-26 14:32:10 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2457681532 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+ https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2457685386 2023-01-26 14:34:35 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2457685386 Agenda and agenda items need to be done a month before meetings https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2457692341 2023-01-26 14:39:00 UTC https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2457692341 https://padlet.com/johnsona1291/2w8d7loniog3o3n6/wish/2459437149 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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