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USAA Email Voting
Period (EVP) Procedures
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
1.1 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.
2.1 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.
3.1 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:
- The email subject should read "EVP REGISTRATION".
- The content should contain the full name of the member.
3.1.4 The EVP Director will reply to the registrant.
- The subject will read "Confirmation of Registration".
- The EVP Director will carbon copy the email to all USAA Executive Council members.
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.
- The email subject line should read "EVP UNREGISTER".
- The email content should contain the USAA member's full name.
3.2.2 The EVP Director will reply to the registrant.
- The subject will read "Confirmation of Unregistration".
- The EVP Director will carbon copy the email to all USAA Executive Council members.
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.
- The subject line should read "USAA MOTION".
- The content of the email should specify the details of the motion.
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.
- The subject should read "REQUEST TO REVOKE" followed by the assigned Motion Number.
- The member may specify in the email subject area, his/her reasoning for revoking the motion, but this is not required.
4.2.2 The EVP Director will reply to the request with an email with the subject " MOTION REVOKED - XXXXX".
- "XXXXX" represents the assigned motion number.
- The EVP Director will also carbon copy the email to the USAA Executive Council members.
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.
- The subject should read "REQUEST TO AMEND" followed by the assigned Motion Number.
- The content should contain the entire new motion, not just the changes.
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.
- The subject line should read: "MOTION XXXXX - Amended" where "XXXXX" represents the assigned motion number.
- If an Amended motion is terminated, the original motion will return to the docket.
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:
- The USAA member who made the original motion in the Proposal Stage should acquire another registered email voting member who is willing to accept control of the motion.
- The USAA member who made the original motion should send an email to the USAA officers with the subject line reading: Request for SFM, and the email should be carbon copied to the selected SFM.
- The contents of the email should specify only the assigned motion number, the name of the SFM, and the reason for the request.
- The EVP Director will send an email to the SFM requesting confirmation of acceptance of the motion. The subject line will read: "Request SFM for motion #XXXX" where XXXX is the assigned motion number.
- The SFM should reply to the EVP Director with only the term "Accepted" or "Denied". When the EVP Director receives an "Accepted" response, he/she will send a confirmation email to the original motion maker, confirming passing of control of the motion to the SFM.
- In the event that the EVP Director receives a "Denied" response from the proposed SFM, he/she will send an email to the original motion maker indicating denial of request and terminating the SFM request process.
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.