Electronic Meetings &
Electronic Voting

Adopted October 14, 2020
Updated September 16, 2026

Background

The VAC Board has conducted meetings in a virtual environment (“Virtual Meeting Environment”) with video conferencing capabilities and phone calls to accommodate scheduling, inclement weather, and public health concerns. To maintain the Membership's and Board’s ability to consider and make decisions, the Board has developed this Electronic Meetings & Electronic Voting policy.

Policy

  1. At their discretion, and with appropriate notice, the Board shall conduct Board, General Membership Meetings and Special Meetings of the Membership ("Meetings") in a Virtual Meeting Environment. 

  2. The Virtual Meeting Environment shall include a phone number or a URL for joining the Meetings when possible to offer a screen share to facilitate discussion around topics of interest. If phone or electronic access is not available, the Board will make best efforts to accommodate members wishing to participate.

  3. The Board shall maintain sufficient meeting minutes as the permanent record of any Meeting conducted via a Virtual Meeting Environment.

  4. When appropriate, voting may be conducted electronically during a Virtual Meeting Environment, provided that there is a means to tally votes, such as a virtual polling system. Attendance via the Virtual Meeting Environment, including attendance by telephone, shall count towards quorum requirements.

  5. No more than 45 days and no less than 25 days prior to a General Membership Meeting or Special Meeting of the Membership, or immediately following the decision to temporarily adjourn such a Meeting for lack of quorum, the Board may authorize the Secretary to collect electronic votes from the Membership in advance of such a scheduled or resumed Meeting. In such an event, the Board shall specifically enumerate the ballot questions to be included and the Secretary shall ensure that the full list of ballot questions is published in an electronic voting form to Membership at least 20 days prior to the scheduled or resumed Meeting.

    The Secretary shall include such reasonable data collection in the voting form to authenticate and de-duplicates votes, and in no event shall a membership share be entitled to more than one vote. In the event of a duplicate electronic vote submitted in advance and a vote submitted during a Meeting, the vote submitted during the Meeting shall take precedence. The Secretary shall be empowered to make reasonable decisions regarding voting eligibility and duplication, and in the event of a dispute, a majority vote of the Board may adjudicate such dispute. Should a ballot question materially involve the Secretary’s status, the Board may appoint another Board member to serve in the capacity ascribed to the Secretary in this section. 

    In events where the Board has authorized electronic voting in advance, Quorum shall be calculated based on the combined total of unique, authenticated votes submitted in advance and during such a Meeting. 

  6. There are no further changes to the requirements for notice, quorum, or voting.