Continued from November 25

Here are the details regarding the proposed bylaw amendments. They have been modified to reflect the feedback provided at the November 25 meeting. We will discuss voting and proxies at our December 16 meeting.

Proposed Amendment to Bylaw Appendix 6 - Voting 

Purpose

To provide two additional options for voting so that SVRA members may vote, even if they are not able to attend a meeting when a vote is taking place.

In addition to Poll votes and Paper ballots, the following voting options may be made available at the discretion of the Executive:

Proxy Voting 

Members who are unable to attend a meeting may authorize another member in good standing to vote on their behalf (ie. by proxy).  Proxies ensure that all members have the opportunity to participate in decision-making, even if they cannot be present at a given meeting.

Robert’s Rules, which SVRA follows, is explicit on the definition of proxy:

A proxy “does not confer the right to attend, participate, or speak in the assembly.” It is a mechanism for voting, not for representation in deliberation.

The following rules apply to proxy voting:

1. Form of Proxy: All proxies must be submitted in writing (either electronically or on paper) before the start of the meeting, using the approved SVRA proxy form.

   
   

2. The proxy form must include a signed statement that the vote was not solicited by the proxy holder or anyone else taking part in the vote.

   
   

3. The proxy form must also include the proxy voter’s name and email address.

   
   

4. Voting Only: A proxy authorizes the proxy-holder to cast a vote only; it does not grant the right to speak, make motions, or otherwise participate in discussion.

   
   

5. The proxy-holder may submit a maximum of two proxy votes.

   
   

6. Show of Hands or Paper Ballots: In the case of votes taken by show of hands, proxy votes will be recorded separately on paper to ensure clarity and accuracy.

   
   

7. Record-keeping: All proxy forms will be retained with the meeting records to ensure transparency and accountability.

   
   

PROPOSED PROXY FORMS

Here are the links to the draft Proxy Instructions

and the proposed Proxy Form