Changes

Most of the business conducted by PS:1 is decided by member votes. The burden of most of the record keeping is on the secretary.  

Most of the business conducted by PS:1 is decided by member votes. The burden of most of the record keeping is on the secretary.  

* A new vote should go here: [[2017 Votes]] (or the equivalent page for the current year)

 

* When the vote sponsor has informed the board that a proposal is ready for a vote (usually after discussion on the mailing list), a proxy statement needs to be emailed to all full members.

* A new vote should go here: [[2014 Votes]] (or the equivalent page for the current year)

* When a vote is officially proposed (usually at a member meeting, though mailing list works as well) - that is, the vote date is announced and there will be no further changes to the language - an email informing the membership of the vote (and soliciting electronic votes) goes out.

* This email needs to be sent at least 5 days before the vote - so the Thursday before a Tuesday vote.

* This email needs to be sent at least 5 days before the vote - so the Thursday before a Tuesday vote.

* To send the vote notification email, select "Mass Mail" from the dropdown menu when logged in to the members.pumpingstationone.org. Edit an existing vote email changing the dates (they're in bold), save, and send to full members.

* To send the vote notification email, select "Mass Mail" from the dropdown menu when logged in to the members.pumpingstationone.org. Edit an existing vote email changing the link to the vote and the dates (they're in bold), save, and send to full members.

* Make a note of the quorum on the day that you send out the proxy statement.

** Don't forget to change the dates in the email subject line!

* I keep a tally of votes in a google spreadsheet - tracking votes in person, electronic and proxy (A list of proxied votes is maintained in another spreadsheet. This should be checked periodically to make sure the names on it belong to current members).

* In addition to a proxy statement announcement, it's helpful to send out a reminder email the day before proxies are due.

** 2015 update: I have started storing the results, including the proxy vs. in person breakdown, in the member minutes.

* Proxies are sent to the votes@ account. Try to check this account before the deadline for proxy votes; if a proxy is incorrectly completed, you can let people know that they can re-send a proxy.

** Proxies should be emailed directly to the secretary@ email account.  

* Copy one of the spreadsheets in the Google Drive to track proxy votes. There's also a space there to track who voted in person and vote totals.

** 2015 update: proxies seem to be emailed to the votes@ account.

* At the meeting for the in-person vote, have all full members sign in on a [[https://drive.google.com/open?id=0ByyGnsLiSGNWRkhnLU1YY2J3WjQ Vote Roll Call Sheet]]

* Once the voting is done, update [[2016 Votes]] as well as the votes page. I also generally note whether a vote passed in the minutes and on the vote page. Mailing list announcement also isn't a bad idea.

** Any members who are present should have their proxy votes removed from the vote spreadsheet.  

** Record which members are present for the vote.

* Once the voting is done, update [[2017 Votes]] as well as the votes page. I also generally note whether a vote passed in the minutes and on the vote page. Mailing list announcement also isn't a bad idea.

=== Checks ===

=== Checks ===