A spare ballot (labelled Ballot Summary) will be provided by the Secretary for the purpose of recording the tally for each proposal and candidate.
Registration of Absentee Ballots:
A printed copy of any and all absentee ballots received via e-mail by the [Vice-]President (prior to the deadline described elsewhere in this bulletin) will be provided to the Secretary before the meeting is called to order.
The Secretary will compare each absentee ballot to the Annual Meeting Register.
Any absentee ballot that corresponds to a registered Member account will be disqualified and so tallied on the Ballot Summary.
Votes presented on valid ballots will be counted and tallied as follows:
- Proposals: The Secretary will count and tally on the Ballot Summary the total number of YES (approval) and NO (disapproval) absentee votes for each proposal.
Subsequently, while tallying membership votes on proposals, the Secretary will include absentee votes in the announced results.
- Candidates: During the "Member Concerns" portion of the meeting, at least two volunteer members, who are not candidates, will (outside the meeting room) count and tally the votes for candidates.
The Secretary will convey to the volunteers the voting cards, absentee ballots, and Ballot Summary.
- The volunteers will count and tally on the Ballot Summary the votes for each nominee and write-in candidate.
The tally will include all valid absentee votes.
- If more than the maximum number of allowed votes for Director (as of this writing: eight) are marked on any voting card or absentee ballot, the ballot will be disqualified.
A count of ballots so disqualified will also be tallied on the Ballot Summary.
Announcement of Results:
After all votes are tallied and double-checked, all election materials will be returned to the Secretary, who will then announce to the membership the results of the voting for candidates.
By policy, in this odd-numbered year, the five candidates with the highest number of votes will be installed in the odd-numbered (two-year) Director seats.
Candidates with the next highest totals will be installed in any vacant even-numbered (one-year) seats.
In case of tie votes, the Secretary will call for a raised-hand vote of the membership (for only the tied candidates) to quickly resolve each instance.
The Ballot Summary will be kept on file with the permanent records of the Cooperative.
Voting cards and absentee ballots will be discarded.