Holding a Vote Between Meetings
Votes can be held outside of a meeting with your BoardSpot portal. Organization Admins and Committee Admins can leverage this feature to ensure accurate and timely record-keeping. This article lays out how to hold a vote that is not part of a normally scheduled meeting.
Organization Admins and Committee Admins can set up voting events outside of normally scheduled meetings. Contact your organization's administrator's for assistance with this task.
As an admin, select + Create at the top right of the portal screen and select Vote Between Meetings.
In the "Voting Duration" section, indicate the day this voting event will open and the day the voting will close. It can be the same day for a single-day voting window.
In the "Overview" section select the board/committee who will have this vote, give this voting event a title, and optionally add more information in the open text box.
Click Save.
On the voting event's page, click + Create Vote.
Write the Vote question text, add description text if desired, and attach any needed supplemental documents.
Choose participants who will vote. Optionally, choose a person to certify this vote.
Click Save.
On the voting event's page, click Send Email.
Add email text, toggle on/off email inclusions, and check the appropriate members to receive the email. Consider reminding participants when the voting will close as part of the email text.
Click Send Email.
On the voting event's page, click Open Voting for all votes included in this event.
On the voting event's page, click Close Voting.
Click Set Outcome and select the display options preferred.
Click Submit Outcome.
Note:
* These Vote Between Meetings events will be displayed in the "Past Meetings" and "Upcoming Meetings" lists, according to the date the vote opened.
* A Vote Between Meetings event can include an unlimited number of Votes by repeating instruction #2 as needed.
* An Admin can see the votes cast at any time by clicking the View/Edit Votes link in the "Votes section" of the event's page.
* These Vote Between Meetings events will not put an event on the participant's calendars.
* These Vote Between Meetings events will have no RSVP option, no Agenda or Minutes, no Meeting Packet, and no Attendance.
* These Vote Between Meetings events will not be included in Attendance reports.
* An Admin can log a past vote by following instructions #1 and #2, then jumping to #4, then using the View/Edit Votes link to log the individual votes, and finally #5.
Organization Admins and Committee Admins can set up voting events outside of normally scheduled meetings. Contact your organization's administrator's for assistance with this task.
Holding a Vote between meetings:
1. Create the Vote Between Meetings event.
As an admin, select + Create at the top right of the portal screen and select Vote Between Meetings.
In the "Voting Duration" section, indicate the day this voting event will open and the day the voting will close. It can be the same day for a single-day voting window.
In the "Overview" section select the board/committee who will have this vote, give this voting event a title, and optionally add more information in the open text box.
Click Save.
2. Create the Vote(s) for this event.
On the voting event's page, click + Create Vote.
Write the Vote question text, add description text if desired, and attach any needed supplemental documents.
Choose participants who will vote. Optionally, choose a person to certify this vote.
Click Save.
3. Send voting participants an email.
On the voting event's page, click Send Email.
Add email text, toggle on/off email inclusions, and check the appropriate members to receive the email. Consider reminding participants when the voting will close as part of the email text.
Click Send Email.
4. On the first day of this voting event, open the vote.
On the voting event's page, click Open Voting for all votes included in this event.
5. After the last day of this voting event, close the vote and determine the outcome display.
On the voting event's page, click Close Voting.
Click Set Outcome and select the display options preferred.
Click Submit Outcome.
Note:
* These Vote Between Meetings events will be displayed in the "Past Meetings" and "Upcoming Meetings" lists, according to the date the vote opened.
* A Vote Between Meetings event can include an unlimited number of Votes by repeating instruction #2 as needed.
* An Admin can see the votes cast at any time by clicking the View/Edit Votes link in the "Votes section" of the event's page.
* These Vote Between Meetings events will not put an event on the participant's calendars.
* These Vote Between Meetings events will have no RSVP option, no Agenda or Minutes, no Meeting Packet, and no Attendance.
* These Vote Between Meetings events will not be included in Attendance reports.
* An Admin can log a past vote by following instructions #1 and #2, then jumping to #4, then using the View/Edit Votes link to log the individual votes, and finally #5.
Updated on: 26/10/2023
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