The Board is responsible for addressing all matters brought to it for action. The Board is committed to providing the congregation with access to the conduct of business through open communication and in the spirit of transparency. This includes providing a published board meeting agenda and minutes. However, there are times when issues arise that need the Board’s immediate attention and action, and which cannot wait for consideration at the next scheduled Board meeting. Under those circumstances, the Board may address emergencies through electronic means prior to the scheduled Board meeting, and then affirm the action taken at the scheduled Board meeting.
Voting via e-mail shall therefore be conducted as follows:
If a Board member considers that a given issue needs the Board’s immediate attention and action, the member is to forward to the Board President his/her recommendation that the issue be treated as an emergency, and the rationale for such designation. The President, with the counsel and consensus of the Board’s officers, shall, within (24/48 hours):
- Determine if a proposed action is an emergency requiring action through electronic means. An emergency is defined as an action that must be taken immediately on an issue that arises between Board meetings, related to staff/personnel issues, approval of bills/contracts, campus maintenance, communications with congregation, and the like, and which cannot wait to be addressed at an upcoming scheduled Board meeting.
- If it is determined to be an emergency by the Board President, a Board member is to make a motion stating what action the Board is to take and include in the motion the date and time voting on the motion closes. For example, “I move that the Board approve/adopt/accept/refer/table/etc. ………………… via e-mail/, and that voting be closed by day and time (month, day – 24/48/74 hours).
- Once the motion is made, another Board member may second it. As stated before, seconding a motion does not indicate approval. Additionally, there is no requirement to second a motion. If there is no second, a motion dies for lack of a second.
- If the motion is seconded, discussion on the motion is to be limited to fall within the time period allotted to the voting time schedule. If a voting Board member calls for the question, and five voting Board members vote yes on the called question, further discussion ends and the voting proceeds up to the time and date established by the original motion.
- Once the motion is made and seconded, the Board Secretary will send an e-mail to Board members restating the motion, noting the deadline by which voting is to conclude, and requesting a reply to all when voting. The Secretary is to keep the voting records electronically and in hard copy for the files.
- At the conclusion of the voting, the Board Secretary announces the result to the Board, and ensures that the exact wording of the motion, including who moved/seconded, the date and time voting concluded, and result are placed on the next scheduled Board meeting for affirmation sand inclusion in the Board minutes.