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TC Chair Training - Voting Process

TC Chair Training - Voting Process. Cynthia Gage TAC Training Coordinator June 20, 2014. Outline. Voting Process Establishing Quorum 2/3 rds or simple majority ? Recording votes When does Chair vote ? When there is no quorum. Voting Membership

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TC Chair Training - Voting Process

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  1. TC Chair Training -Voting Process Cynthia Gage TAC Training Coordinator June 20, 2014

  2. Outline • Voting Process • Establishing Quorum • 2/3rds or simple majority? • Recording votes • When does Chair vote? • When there is no quorum

  3. Voting Membership Voting Members (6 to 18) – 4 year terms Members, non-quorum (0 to 2) – 4 year terms A special category for TC/TG/TRG members who are not able to attend every meeting due to travel costs and constraints. Leadership The Chair is always a voting member If necessary, the normal 4-year voting term is extended (up to two years) to cover the Chair’s term. If the Chair’s term falls within the 4-year voting term, the 4-year limit applies. If Vice-Chair is a non-voting member and is running the meeting, Vice-Chair does NOT assume the Chair’s voting rights. Proxy votes are not permitted (except for MTG’s). TC/TG Voting Membership

  4. Quorums • Meeting: • Quorum to conduct business at meetings is established when the number of voting members EXCEEDS 1/2 of the number of Voting Members (both present and absent). • When a Voting Member-non-quorum is absent, his/her position is not included in the number of Voting Members. • Email or Letter: • Quorum for letter or electronic ballots is established when the number of voting members exceeds 1/2 of the number of Voting Members (responding and not responding). • Voting Members-non quorum are included as Voting Members.

  5. DO I HAVE A QUORUM?

  6. Prior to Voting • A motion is made. • The issue to be voted on is specifically stated. • The motion requires a second. • After the second, the Chair asks for any further discussion on the issue. • IMPORTANT: It should be very clear to all participants exactly what the voting issue is. • No motion or second is required when voting by letter or e-mail. • Any written vote should be pre-approved by the Chair.

  7. Motions and Majority • Motions requiring 2/3 of voting members: • Approval of Work Statements, Research Proposals, and Final Reports • Approval of Handbook Chapters, and Special Publications • Matters related to Standards and Guidelines • The reasons for negative votes and abstentions on these types of motions shall be recorded and transmitted along with the motion to the next approving body (RAC, STDs) as additional information. • Other motions require a simple majority, i.e. in excess of 50%. • The motion and results of the vote shall be recorded in the minutes. • Abstentions are “non-votes” and are not counted in determining passage of a motion. • Example: 9 of 12 voting members present. Vote needs 2/3rds to pass. • Results: 4 in favor, 2 against, 3 abstain, 3 absent • If conflicts of interest preclude the TC from reaching a majority, the matter should be referred to TAC via your Section Head.

  8. Recording the Votes • The vote should be recorded in the minutes. • The report of the vote should include a statement indicating the reasons for the negative votes. • For matters requiring 2/3rds, statement on reasons for abstentions also needed. • The motion and results of votes of email/letter ballots shall be reported at the next meeting of the TC/TG/TRG and recorded in the minutes. • The format of the recording should be: • in favor – against – abstaining – not present - CNV/CV as appropriate. • Example vote count: 8-2-0-2-CNV. This indicates that 8people voted in favor, 2 people voted against, no one abstained, 2 people were absent, and the Chair did not vote.

  9. Chair’s Role as Voting Member • In general, the Chair should be impartial. • The Chair should vote: • to break a tie • to change the outcome • or to send a strong message to a higher body that the committee feels that the motion is extraordinarily important. • Examples (9 of 12 voting members present including chair): • Break a tie: Before 4-4-0-3, after Chair votes 5-4-0-3 • Change the outcome: • Before 5-3-0-3 • After Chair votes 6-3-0-3 yields the 2/3rds majority • Before 4-2-0-3 • After Chair votes 4-3-0-3 no longer 2/3rds majority

  10. If No Quorum • Committee business proceeds with the exception of voting. • Voting can occur by e-mail or letter ballot after the meeting. • Voting can be suspended till the next meeting. • Minutes are recorded.

  11. Thank You! ASHRAE could not existwithout your leadershipof technical activitiesthroughout the year

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