Decisions between Meetings
(formerly called Urgent Decisions)
When an Associate or Resident determines that we need to come to consensus on an issue between general meetings, the following process will be used.
If a decision has been determined to be time-critical by the trustees or a member of the Sawyer Hill Board, and may need to be taken to a vote between meetings, additional steps apply as noted. Time-critical decisions that need to happen during meetings are addressed by the Time Critical Decisions policy.
- Wording for the proposal will be determined and communicated to each Associate and Resident the same way, including the timeframe required for the decision and whether the decision is time-critical.
- The initiator will make at least two tries to reach each and every individual, using both email and phone, and allowing reasonable time for response.
- If the decision is time critical, each person will be asked to include comments with their card to help inform others and to determine how their card should be counted in case of a fallback to vote. People who submit cards by phone will have their answers entered for others to view. Based on the comments and cards of others, members can go back and change their cards until the decision closes.
At least 75% of the individual Associates and Residents must be reached and all Owners who are reached must agree in order for the consensus to be achieved. Members will take the concerns of Associates into account whenever possible.
If this is a time-critical decision, we will fall back to a vote if a red card is raised or if half or more of the responses are orange cards.
We will count all blue and green cards as positive votes, and count all red and orange cards as negative votes, unless the comments on people's cards indicate otherwise. If per the guidelines for voting this is a household vote, votes will be counted by household. If a household with more than one member is split in the decision, they will be recontacted to determine their vote. Voting will follow the Operating Agreement for Quorum and Majority (50% or more of households for quorum, 75% majority vote)
Decisions between meetings will be ratified at the next General Meeting at which there is a quorum and added to the minutes at that time. The date of the decision in the decision log will be the date the result of the decision is announced. Ratification formally confirms that the decision was by the group; it does not involve further discussion.