As far as your question of how you would vote in starting up a new group...
Most of the groups we describe follow a general democratic process. The membership decides what rules govern them and, one way or another, "majority rules". Establishing bylaws and if the group is going to be run according to Roberts Rules of order are all decisions to be made by the group.
In the beginning, when it's all informal, the group simply discusses and decides a process. If everyone is agreed that a simple majority decides, that's what is used.
Any bylaws wouldn't go into affect until they are voted in. From that point forward, the bylaws would apply.
For us, we believe 1 membership = 1 vote. So if it's a family membership, that's one vote per family. This is probably the best way to go unless your bylaws specifically define it differently (and if so what constitutes a "family"?)
We run with a single slate of officers in a very amicable situation. So our "vote" is more just a show of acceptance. That being the case, we don't really track who in the audience is a true member. We just state for only PTO members to raise their hands to vote.
If you are in a situation that matters and you truly want only members to vote, you would probably need to have members check in as they arrive. If it's a ballot, then each family would receive one. If it's a show of hands, then you can used colored voting cards. Each family with a current membership gets one card. Then you ask them to hold up the card as their vote when the time comes.
How was this years board elected? Who voted for them and if they were appointed then what proceedures do you use when voting on other matters? Doesn't that make sence? Use the method that is familiar to everyone this year and the first order of business this fall is amend your by-laws to a voting proceedure everyone can live with (for now [img]smile.gif[/img] ).
You could go to Roberts Rules of Order but it's about as clear as your by-laws~ sorry. My thought is the paying members have "voting rights" more so than the parent that is coming for the first time. Just as we have to register to vote for anything outside of school, the same thought could be applied here.
Otherwise that others that have posted make sence too....but the new board REALLY NEED to amend the by-laws!
I think I would talk to the tried and true, faithful members for their input. You know the one's that actually care. After this election you may want to form a committe to make the clarifaction on the by-laws so it won't be so confusing next time.
Believe it or not, we don't have anyone running opposed to anyone else for an office. At least not yet, the deadline for nominees is next week.
I had to edit my original message because I did find a line in the by-laws concerning who has the right to vote, introduce ideas and enter into discussions at meetings.
Sounds like your group may have more than one person "running" for office. What an interesting & unusual dilemna to have. I would not tell someone that they couldn't vote at THIS meeting if they show up. Why discourage participation? You never know if some of these people really cannot afford even the $5.00 to join the group, right?
Absentee ballots - now I would agree about sending them to registered members, but if an unregistered member asked for one I would send it to them.
Now for the big one - I would work to have the bylaws amended to include how voting is to take place and define who is a member. If a member is only one who pays dues - well, I guess I can't really address that, either, since I don't think one should have to pay to volunteer.
My thought is the paying members have "voting rights" more so than the parent that is coming for the first time. Just as we have to register to vote for anything outside of school, the same thought could be applied here.