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USAA Email Voting Period (EVP) Procedures
This page was last updated Thursday, March 01, 2001 05:54 AM

 


Contents:

1.0 Administration

2.0 EVP Stages

3.0 Voter Email Registration

4.0 Procedure for Proposing Motions

5.0 Procedure for Amending Motions

6.0 Voting Procedures

 

1.0 Administration

1.1  This document shall outline the rules and procedures for conducting an Email Voting Period (EVP) for the United States Air-table-hockey Association (USAA). These procedures will comply with and adhere to USAA Bylaws and all other official USAA documents.

1.2  The purpose of the EVP will be to conduct official business for the USAA. All business transactions shall be submitted in the form of a motion. Each motion must receive a set percentage of votes based on the requirements in the USAA Bylaws in order to become official legislation of the USAA.

1.3  The USAA Executive Council reserves the right to appoint an EVP Director whose responsibility will be to conduct the EVP based on these procedures. 

1.4  The USAA Executive Council reserves the right to remove or replace the EVP Director in the event that the EVP Director:

1.5  The EVP will be a conducted in an access-controlled email environment. All USAA members and guests have the right to participate in an Email Voting Period. Only registered USAA voting members may vote, but any USAA Board member may propose legislation. Guests are permitted to participate in discussion only and may be removed from the environment upon the discretion of the EVP Director and/or the USAA Executive Council.

1.6  All EVP participants are encouraged to demonstrate professionalism in offering opinions about proposed motions and other participants' opinions. Any participant who elects to behave in an unprofessional or belligerent fashion towards one or more other EVP participants will be subject to punishment as determined necessary by the USAA Board of Directors.

1.7  An official USAA EVP must be announced by email at least 2 weeks in advance of its start date. It is the responsibility of any individual, who wishes to participate, to have access to email technology.

 

2.0 EVP Stages

2.1  Each Email Voting Period will begin with a four-week segment, which will be referred to as the "Proposal/Discussion/Amendment Stage" (PDA Stage). This segment will begin at 12:00 a.m. on a Monday. The PDA Stage ends at 11:59 p.m. on the fourth Sunday after the beginning of the Proposal Stage.

2.1.1  All motions must be proposed during the PDA Stage. 

2.1.2  No new motions may be proposed during the fourth week of the PDA Stage. This period is reserved for discussion and amendments only.

2.2  The PDA Stage will be followed by the "Voting Stage", which will begin at 12:00 AM on the Monday immediately following the conclusion of the PDA Stage. The Voting Stage will end at 11:59 p.m. on Sunday, exactly one week after it has begun.

2.2.1  Within 24 hours of the start of the Voting Stage, the EVP Director will post an email to the public forum indicating all of the registered email voting members and the docket of motions along with their respective Motion Numbers.

2.2.2  Only email voting members, who are USAA voting members (Associate and Senior), may vote during the voting Stage.

 

3.0 Voter Email Registration

3.1  In order to vote during the Voting Period, each USAA voting member must register a single email address to be used for email voting. 

3.1.1  The USAA member may only use this email address for the EVP participation. 

3.1.2  No other USAA member will be permitted to propose any business from this email address.

3.1.3  In order to register his/her USAA EVP email address, the USAA member must send an email to the EVP Director with the following guidelines:

3.1.4  The EVP Director will reply to the registrant. 

3.1.5  A USAA voting member may register his/her Email Voting Period email address anytime before the Voting Stage. Once the Voting Stage begins, new registrations will not be permitted.

3.2  A USAA voting member may unregister his/her Email Voting Period email address at any time.

3.2.1  To unregister his/her USAA Email Voting Period email address, the member should send an email to the EVP Director with the following guidelines.

3.2.2  The EVP Director will reply to the registrant.

 

4.0 Procedure for Proposing Motions

4.1  The process for proposing a new motion is as follows:

4.1.1  The member should send an email to the EVP Director with the following format.

4.1.2  The EVP Director will respond to the public environment indicating an assigned Motion Number to which the motion will be referred henceforth during the current Email Voting Period.

4.1.3  No motion numbers may be reused once assigned.

4.2  Any USAA member who has posted a motion to the docket may revoke his/her motion at any time during the PDA Stage. The process is as follows:

4.2.1  Send an email to the EVP Director.

4.2.2  The EVP Director will reply to the request with an email with the subject " MOTION REVOKED - XXXXX".

 

5.0 Procedure for Amending Motions

5.1  A USAA member may amend any motion that he/she proposed during the PDA Stage. The process is as follows:

5.1.1  The member should send an email to the EVP Director.

5.1.2  The EVP Director will assign the original motion number to it, forward the email to the public environment, and discard the original motion.

5.2  A USAA member or an Approved Substitute For Motion may amend any motion in the Amendment Stage that he/she proposed during the Proposal Stage or accepted control of in the Discussion or Amendment Stage respectively.

5.2.1  In the event that a USAA member will not be able to provide support for a proposed motion, he/she may pass control of the motion to a Substitute For Motion (SFM).

5.2.2  The SFM must also be a registered USAA Email Voting Member.

5.2.3  The transfer of control of the motion to a SFM may occur at any time during the PDA Stage.

5.2.4  The process for assigning and acquiring approval for a SFM is as follows:

 

6.0 Voting Procedures

6.1  All votes should be emailed to the public forum and carbon copied to the EVP Director.

6.1.1  The vote should be a reply email to the posted ballot email.

6.1.2  Each motion should have a clear indication as whether or not the member is voting for or against the motion. Any unclear indications or absent indications will be considered an abstention from that motion.

6.1.3  All email votes that do not comply with this convention will not be counted and considered an abstention.

6.2  All EVP-registered USAA voting members who do not post a reply to the official ballot email will be considered to have abstained from voting.

6.3  Voting for USAA membership status changes will comply with requirements as stated in Article II of the USAA Bylaws. All other motions will pass or fail as set in Article VI of the USAA Bylaws. All amendments to the constitution pertaining to voting requirements will have precedence over Article's II and VI.

6.4  Proxy votes must be emailed to the EVP Director and comply with the requirements as stated in Article V, sections B and C of the USAA Bylaws. All proxy votes will carry 1 vote as stated in Article VI, section F of the USAA Bylaws.

6.5  The EVP Director will be responsible for counting the votes and informing the USAA Executive Council of the results.

6.6  The USAA Executive Council must validate the EVP Director's tallies. A consensus must be reached. Any disputed matters that cannot be resolved must be brought before the USAA Board of Directors for discussion.

6.7  Upon reaching a final consensus, the EVP Director will post the results of the EVP. All USAA documents that are affected by the EVP will be updated immediately by the USAA Secretary/Historian or assigned USAA member.