For people (like me) who have questions/concerns about the validity of this undertaking, I will summarize what I find in the documentation and provide links to various related areas of the Policy Manual and the Bylaws.
If I've missed something, I would be interested to know -- Governance junkies, sharpen your pencils!
Summary: Upon review, contrary to my initial supposition, it looks to me like Executive Board:
1. can, per policy, call for a Council vote by mail (Bylaws II.5.b)
(vote by mail includes online voting, per Bylaws XI)
2. is not asserting that this is a meeting (Bylaws II)
(if the online discussion counted as a meeting, then the request would have had to be made 90 days in advance & with 30 days notice to membership, per Bylaws II)
3. is distributing the ballot question at least 2 weeks in advance (Policy A.4.2.5.3)
(which would need to be 30 days if this were a meeting agenda, per Bylaws II)
4. has specified a time limit for voting (Bylaws II.5.e)
For the vote to be valid:
1. at least 50% of all Council members must cast a vote (Bylaws II.5.b II.5.c)
(it will be important to ensure that only Councilors can vote)
For the motion to pass:
2. at least 75% of votes cast must approve (Bylaws II.5.b II.5.c)
Documentation of policy & procedures and how they affect process follow.
Process follows policy rather than the other way around - at my day job I've asserted "the policy of the institution should not be: ignore existing policy"
Looking at the Policy Manual:
A.4.2 is Council-related stuff & A.4.2.5 is Policies on Council Procedures.
A.4.2.5.1 requires attendance tracking at meetings
A.4.2.5.3 requires agenda distribution at least 2 weeks prior to meetings
A.4.2.5.6 requires reporting votes of Council in
Looking at the Bylaws:
Article II is Meetings
II.2 is Special Meetings
"Special meetings of the Association may be called by the Executive Board, and shall be called by the President on request of not less than five percent of the voting members of the Association as of the previous July 1, such request to be filed with the executive director at least ninety days before the proposed meeting. At least one month’s notice shall be given, and only the business specified in the call shall be transacted."
II.5 is Votes by Mail
II.5.b "The Executive Board may authorize votes by mail of both the Association and of the Council between meetings."
II.5.c "For votes by Council, fifty percent of the voting membership shall constitute a quorum and a three-fourths majority of those voting shall be required to carry."
II.5.e Enumerates time limit options after distribution of question on a ballot and related variables
Article IV is Council
IV.1.b requires at least two meetings annually (Annual and Midwinter are specified) and that the President may call another meeting and shall at the request of 20 or more members
Article XI is Voting by Mail
XI.1 specifies Votes of the Association by mail
Straight link to alacoun email I just sent:
http://lists.ala.org/sympa/arc/alacoun/2017-11/msg00003.html