Attendance first
Confirm eligible voters and quorum before a binding vote is opened.
Purpose
Electronic voting should make OBRA governance easier to administer while preserving clear motion records, member eligibility, vote integrity, and transparent reporting. The E-Vote application is intended to support formal meeting votes, Board actions, member attendance, motion tracking, and post-meeting reports.
Recommended motion record language
For formal records, use Moved by and Seconded by. This is the standard meeting-minutes terminology. Avoid using Proposed by for final motion records unless a specific agenda item is only being introduced for discussion and has not yet become a motion.
| Field | Recommended label | Notes |
|---|---|---|
| Motion text | Motion | Use the exact wording placed before the body for vote. |
| Maker of motion | Moved by | The member who formally makes the motion. |
| Supporting member | Seconded by | The member who seconds the motion so it can proceed to consideration. |
| Chair action | Stated by Chair | The Chair restates the motion before debate or vote when appropriate. |
| Vote result | Carried / Failed / Tabled / Withdrawn | Use consistent status terms across reports and minutes. |
Suggested vote workflow
- Confirm the meeting, member eligibility, and quorum status.
- Enter the motion exactly as stated for the record.
- Record the motion as Moved by the maker and Seconded by the seconder.
- Confirm the voting threshold: majority, two-thirds, Board-only, member vote, or other requirement.
- Open voting only to the eligible voting group.
- Close voting, record the result, and generate the motion report and vote report.
- Attach the E-Vote reports to the meeting minutes or Board record as appropriate.
Minimum report contents
- Meeting name, date, time, and meeting type.
- Attendance record and eligible voter list.
- Motion text, moved by, seconded by, and voting threshold.
- Vote open and close time.
- Vote totals and final result.
- Report generated date and administrator name or system identifier.