Record Votes - Minutes - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Essential - Premier - Standard - external - Standard - Essential - Premier

Minutes

Platform
OnBase
Product
Minutes
Release
Foundation 23.1
License
Standard
Essential
Premier

Once a motion has been moved or seconded, you can record votes for the motion. You can record the votes by each member. The results of the vote display in the meeting tree under the motion being voted on.

If you are using Voting, members can submit their votes from the Voting Client. You will need to open and close the voting session. See Opening Motions for Moving and Seconding.

Note the following:

  • If a motion is not selected in the tree, the Move, Second, For, Against, and Recuse columns are hidden.

  • When a member has a status of Out, the For, Against, Abstain, and Recuse columns are locked. If Voting is being used, the clerk has the ability to mark a vote even if a member is marked as out.

  • If a motion does not have a mover, the Second column is locked for all members.

  • When a member is marked as a Mover, note the following:

    • The Second column for the mover is locked.

    • If there is not a second, the Move column for the mover is unlocked, and the move can be withdrawn by de-selecting the Move column.

    • If there is a second, the Move column for the mover is locked, and the move cannot be withdrawn.

    • The Move column is unlocked for other members. The move can be changed to another member, except to seconder.

    Note:

    If you are using Voting, the clerk can set movers and record votes as needed.

  • When a member is marked as Seconder, note the following:

    • The Move column for the seconder is locked.

    • The Move column for the mover is locked, and the move cannot be withdrawn.

    • The Second column for the seconder is unlocked, and the second can be withdrawn by de-selecting the Second column.

    • The Move and Second columns are unlocked for non-move and second members. The move can be changed to another member except to seconder. The second can be changed to another member except the mover.

  • For members that did not cast a vote, but are marked as In, their vote is displayed as Abstain.

  • If a member logs into the Voting Client, they are automatically marked as In in the Voting Grid.

  • If not using Voting, the default value is For.

To record each members vote from Minutes:

  1. Record each members vote by selecting the appropriate option next to their name. Options include:

    Option

    Description

    Mover

    Select this option to indicate that this member is the mover for this motion.

    Seconder

    Select this option to indicate that this member is the second to move this motion.

    For Vote

    Select this option to indicate that this member voted for the motion. Select the green check mark to mark all attendees as voting for the motion.

    Against Vote

    Select this option to indicate that this member voted against the motion. Select the red X to mark all attendees as voting against the motion.

    Abstain

    Select this option to indicate that this member has chosen to abstain from voting.

    Recuse

    Select this option to indicate that this member has chosen to recuse their vote.

  2. If you are using the Voting Client along with Minutes, click Open to allow members to cast their own votes on the motion. Click Close once the voting is complete. Their votes automatically display in the Voting grid. The vote count also displays underneath each voting option.
  3. Indicate whether the vote was taken by roll call or by voice, and then select either Pass or Fail.
    Note:

    The Pass and Fail buttons can be configured to display any verbiage you want. See the OnBase Agenda module reference guide for more information.

  4. The motion is updated under the item indicating whether it passed or failed. A green check mark indicates that the vote passed, whereas a red X indicates that the vote failed.
    Note:

    If you click on a motion for an item in the meeting tree, the vote for that motion is highlighted. Similarly, when you click on a vote for an item in the meeting tree, the motion that corresponds with the vote is highlighted.

If Voting is being used, and an item has been voted on previously, the Redisplay Vote Result icon is displayed. This redisplays the result of the vote on the Voting Display.