As a public service announcement, following is the text that was in the email. It is also available on the wiki in pdf format.
This is basic information about the upcoming Dallas Makerspace Annual Meeting which includes electing the Board of Directors and any ballots measures. The Annual Meeting is scheduled for May 10th. Voting opens at 6:30pm.
After review with our legal counsel it was found that Dallas Makerspace has had compliance issues with how DMS has previously conducted elections. Only by voting changes to the DMS Bylaws will we be able to clarify the Bylaws and have a simpler election next year.
- For the 2019 Election there will be no electronic balloting.
- Proxy voting is allowable. What is not clear, yet, is if an emailed proxy will be allowable.
- The formal cut-off date for running for the Board and ballot items is earlier. Previously, members who choose to run could add their names on the day of the election. This year, all Statements of Intent (SOI) for each candidate must be submitted by April 24th the official RECORD DATE for ballot inclusion.
- Members wanting Voting Rights are also affected: these also must be requested by April 24th the official RECORD DATE for determination of members eligible to vote.
- The Bylaw changes are important. To have a simpler voting process, in 2020, the Bylaw changes need to be approved. To be able to make those changes there are 2 events that must happen.
a. A quorum of 2/3rds of voters eligible to vote must be met. If there are 300 registered voters, 2/3s of those REGISTERED must vote. In this example that would mean 200 voters.
b. Once the 2/3rds quorum requirement is met, only a simple majority of votes is required to pass a By-law.
Example: If there are 200 voters any measure is carried by a simple majority of 50% + 1 or 101 voters.
This means that IF you are requesting voting rights please vote or please have your proxy vote for you. If a large number of members request voting rights and do not vote than the quorum cannot be met and the Bylaws will stay the same. If the 2/3rds quorum is not met, the Bylaws cannot be changed and this will remain an issue to be resolved before the election in 2020.
IF you are requesting voting rights, please vote. If you do not think you will vote then please do not request voting rights. This is not intended to discourage voting, this request points to a potential quorum issue of registering to vote and then failing to exercise your voting rights. Voters who do not vote make it significantly harder to reach the needed quorum.
If you or your proxy cannot vote on May 10th , please remove yourself from the voting role.
Online: https://votingrights.dallasmakerspace.org
Via Email: [email protected] This must be from the email address registered on their account.
The Calendar:
Date Event
April 24th • 11:59pm
- Last date to request voting rights
- Last date to submit your Statement of Intent (SOI) on the WIKI.
April 26th • Official Record Date, this meets the statutory minimum 10 day notice requirement.
- An official mailing will be sent to all registered voters.
- This will list the candidates running for the Board of Directors and all ballot items.
- This is not the ballot.
May 10th
- Polls open at 6:30pm in the Interactive Classroom
- Polls close at 8:30
- 2019 Board election and results of ballot items to be is announced when vote count is complete.
Meet the Candidates & Meet the Bylaw Changes will be events sponsored by the Public Relations Committee.
The voting ballot will list all the candidates. You can choose up to 5 unique candidates. You may cast 1 vote for 1 candidate; however you cannot cast 5 votes for 1 candidate.
The ballot will list all candidates running for the Board of Directors, and all proposed Bylaw changes. You may vote for up to 5 candidates and may only cast one vote per candidate. All other ballot items will be voted as FOR or AGAINST.
If you are considering running for the Board, please do so. Talk to any of the current or past Board Members if you have any questions. The current DMS Board can be reached via email at [email protected].
An Election Group will run the election. They will check member’s eligibility to vote before a ballot is given, check the validity of all proxies submitted, collect and safe guard completed ballots, count the votes and tally the results. If you would like to help with this, please send an email to the DMS Board at [email protected].
How To Do Things:
Are you Eligible to Vote?
https://dallasmakerspace.org/wiki/Rules_and_Policies#Voting_Rights
Are you Eligible to be on the Board of Directors?
https://dallasmakerspace.org/wiki/Bylaws#Section_2.1_Board_of_Directors
What is a Quorum?
https://dallasmakerspace.org/wiki/Bylaws#Section_2.5_Quorum_for_Meetings
How do you Change the Bylaws?
https://dallasmakerspace.org/wiki/Bylaws#Article_13_-_Amendments_to_Bylaws
How do you file a Statement of Intent (SOI)?
This is a bit arcane. There does not seem to be a “how to” guide. Get your Statement written and get assistance from Stan Simmons or a current Board Member.
[email protected]
How do you Register to Vote?
Online: https://votingrights.dallasmakerspace.org
Email: [email protected] – This must be from the email address registered on your account.
How do you Register a Proxy Vote?
https://dallasmakerspace.org/wiki/Bylaws#Section_4.8_Proxies
If you are present at the election, a person may not execute your Proxy vote. The proxy form will be available, prior to May 10th at the website below or at Dallas Makerspace.
Where can I Review the Latest News on the 2019 Election?
https://dallasmakerspace.org/wiki/2019_Election_Information