E-mail provides an effective method for distributing and discussing business items with Section officers and members. However, most state laws governing associations do not recognize e-mail voting as an official voting mechanism. According to MLA's legal counsel, voting on major issues and the election of officers must be done by signed fax or through the traditional paper mail ballots. Votes should also be ratified at the next business or executive committee meeting when officers are elected using the fax vote or if the issue is very important and the vote is not unanimous.

MLA Guidelines For E-Mail And Voting.

Begin with the header "DISCUSSION on ________" or "MOTION on __________" or "VOTE on_________"

Start the body of the message with the following form address:

To:

From:    Section Council Member name

Date:

We recommend the following three-week time frame for all motions presented over e-mail:

• Section Council members discuss the motion WITHOUT VOTING for TWO WEEKS
• A message calling for a vote is sent out to all SC members
• The vote is done by E-mail with a signed FAX to the designated person with your vote within ONE WEEK.

State in your motion the two deadlines (for discussion and for voting). The Section Council Chair, or a designated person, will tabulate and announce vote results to all Section Council members after the voting deadline has passed.

The FAX may be a copy of the e-mail message with your signature or a statement that you vote for or against the motion with your signature, Section represented, and the date.

Section Council communications or discussions may need to be confidential and shared only with your appropriate Section officers until a final decision has been reached.

Revised: 4/97

Chair's Manual Table of Contents

Send comments or questions to Webmaster Sharon Giovenale at sharon.giovenale@uconn.edu

Last updated on: March 21, 2001.