Conduct a Committee Vote

This guide explains how to configure and run formal votes in Decisio. You'll learn how to set up voting mechanisms, configure thresholds and quorum, handle seconding requirements, and interpret results.

Use Case

Committees need structured voting procedures to make legitimate decisions. Whether you're running an AGM, approving expenditure, or electing officers, proper vote configuration ensures decisions are valid and defensible.

Overview of voting on an issue

Prerequisites

• An active issue with a proposed motion

• Participants invited who will vote

• Understanding of your committee's governance rules (voting thresholds, quorum requirements)

Step-by-Step Instructions

Configure the Voting Mechanism

1. Select the Resolution Type

When creating or editing a motion, configure how it will be resolved:

1. Open the motion

2. Click Configure Mechanism

3. Choose the resolution type:

Type	Use When	Participant Choices
Vote	Formal decisions requiring recorded votes	Aye, Nay, Abstain, Recuse
Consensus	Seeking agreement rather than majority rule	Agree, Object, Abstain, Recuse
Chair Decides	Chair has delegated authority	Chair records outcome directly

2. Set the Vote Threshold

Configure what constitutes a passing vote:

Threshold	Definition	Use Case
Majority	More than 50% of non-abstaining votes	Routine decisions
Supermajority	At least 2/3 (66.7%) of non-abstaining votes	Constitutional changes, major expenditure
Unanimous	100% of non-abstaining votes	Sensitive matters requiring full agreement

Abstentions are excluded from threshold calculations. If 10 people vote with 2 abstaining, the threshold applies to the 8 non-abstaining votes.

3. Configure Quorum Requirements

Quorum ensures sufficient participation for a valid decision:

1. Enable quorum by toggling Require Quorum

2. Choose the quorum type:

   • Count: Minimum number of participants (e.g., "At least 5 must respond")

   • Percentage: Minimum proportion of invited participants (e.g., "At least 50% must respond")

3. Enter the required value

4. Click Save

A motion cannot pass if quorum is not met, regardless of how participants voted. Ensure your quorum settings align with your governance documents.

Handle Motion Seconding

Many committees require motions to be seconded before voting proceeds.

4. Enable Seconding (If Required)

1. When proposing a motion, enable Require Seconding

2. Submit the motion

3. The motion status shows as Proposed

5. Second the Motion

Another committee member (not the proposer) must second:

1. Open the motion

2. Review the proposal

3. Click Second Motion

4. The motion advances to Seconded status

Seconding indicates that at least two people believe the matter deserves consideration. It doesn't indicate agreement with the motion itself.

Run the Vote

6. Open Voting

Once the motion is ready (and seconded, if required):

1. Open the motion

2. Click Open Voting

3. Participants receive notifications that voting has begun

7. Participants Submit Votes

Each participant:

1. Opens the motion

2. Reviews the proposal and any attached exhibits

3. Selects their choice:

   • Aye/Agree: Supports the motion

   • Nay/Object: Opposes the motion

   • Abstain: Present but not voting (counts toward quorum)

   • Recuse: Conflict of interest (excluded from quorum)

4. Optionally adds a justification explaining their position

5. Clicks Submit

Active vote in progress with voting options

Vote visibility: Before voting, participants can see that others have voted but not how. After casting their own vote, they can see how everyone voted. This encourages independent decision-making while maintaining transparency.

8. Change Votes (While Open)

Participants can change their vote while voting remains open:

1. Open the motion

2. Click Change Vote

3. Select the new choice

4. Click Update

Interpret Results

9. View the Outcome

When voting concludes:

1. Open the motion

2. View the outcome panel showing:

   • Result: Passed or Failed

   • Vote breakdown: Count of each choice

   • Quorum status: Whether quorum was met

   • Individual votes: How each participant voted

Vote results showing outcome and breakdown

10. Understand Vote Calculations

The system calculates outcomes as follows:

Threshold calculation (excludes abstentions):

Aye percentage = Aye votes / (Aye + Nay votes)

Quorum calculation (excludes recusals):

Participation = (Aye + Nay + Abstain) / Total invited

Example: 10 participants invited

• 4 Aye, 2 Nay, 2 Abstain, 1 Recused, 1 Not voted

• Quorum check: 8 responded out of 9 eligible (recusal excluded) = 89%

• Threshold check: 4 Aye out of 6 voting (abstains excluded) = 67%

• With majority threshold: Passed (67% > 50%)

• With supermajority threshold: Passed (67% >= 66.7%)

• With unanimous threshold: Failed (67% < 100%)

Handle Special Situations

Tied Votes

If a vote is tied (with majority threshold), the motion fails. Consider:

• Allowing discussion and calling a new vote

• Giving the chair a casting vote (via Chair Decides mechanism)

• Deferring to the next meeting

Quorum Not Met

If insufficient participants respond:

1. Extend the voting deadline

2. Send reminders to non-voters

3. If still not met, the motion fails for lack of quorum

4. Consider scheduling another vote with better attendance

Amendments

If the motion needs modification:

1. Propose an amending motion

2. The amendment must be voted on first

3. If passed, the amended original motion is then voted on

Tips and Best Practices

• Align with governance documents: Ensure your thresholds and quorum match your constitution, bylaws, or standing orders

• Document recusals: When someone recuses, consider recording the conflict of interest in comments for the audit trail

• Set realistic quorum: Too high and decisions stall; too low and decisions lack legitimacy

• Use deadlines: Set voting deadlines to ensure timely decisions

• Send reminders: Notify non-voters as deadlines approach

Related Guides

• Run a Board Meeting Decision - Full meeting workflow

• Create an Audit Trail - Understanding the permanent record

• Invite External Stakeholders - Adding voters who don't have accounts