ITI Technical Committee Voting Procedures

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Voting on committee activities

The following text describes the voting procedures used by the ITI Technical committee in its support of the Governance procedures adopted by IHE International in the Fall of 2007. In order to understand this page you must first understand the basic governance procedures adopted by IHE International. Please review the following links:

Every participant on the committee must be a designated representative of an IHE Member Organization.

Review Voting for a description of how an organization acquires and maintains voting privileges. It is critical that those who have voting rights participate consistently. In order for decisions to be made we are required to have a quorum of 50% of the voting members participate. We have agreed to the following procedures to encourage strong participating from all voting members so that the work of the committee will not be delayed due to lack of a quorum.

  • Any vote may be submitted by email to a designated secretary or voted in person at meetings. For email ballots all votes will be submitted by email and must be submitted by the due date. For face to face meetings the email vote must be submitted prior to the time of the vote during the meeting.
  • Each member may carry one proxy from another member. The proxy must be declared prior to the beginning of the meeting. It is declared by the bestower of the proxy via email to the secretary and by copy to the co-chairs. Proxies cannot be used for email ballots. The term "member" here refers to a member organization. The holder of the proxy will be a Voting or Alternate member, but no one member organization can vote more than one proxy.
  • Meetings will be declared as discussion or decision meetings.
    • At discussion meetings there will be no voting or decisions made, it will allow only for technical discussion of the issues on a particular topic. Participating in a discussion meeting will not count towards maintaining voting rights. Minutes from discussion meetings will not be voted on for approval.
    • At decision meetings there may be votes or conclusions drawn. Minutes will be approved after the meeting by email ballot. Participating in the meeting counts towards maintaining voting rights. Response to the minutes approval email ballot counts separately towards maintaining voting rights.
  • An email ballot is equivalent to a decision meeting in terms of consideration for maintenance of voting privileges. At present we have email ballots for: approval of minutes, CP ballots, co-chair election, IHE international board representative election.

Closed Issues

  • How to handle one person who represents multiple organizations. Answer: every person must be associated with exactly one IHE Member Organization for voting purposes.

Open Issues

  • How to handle international membership that cannot attend meetings because of time zone problems? Allowing email balloting is troublesome since people who have not participated in the meeting will not be making an informed decision.
  • How to handle email ballots that do not make sense. For instance, if we decided to vote for three items, and someone sends a vote for seven items. Generally happens when people cannot be available for the voting section of a meeting so guess on what the voting will be like.

Voting for board representative

Note: Although the following was agreed to in November 2007 the actual rollout of voting for a board representative followed a different process as requested by the sponsor. This section remains to keep a record of the original agreement. It does not reflect the actual process that was used.

Under the governance rules each IHE development domain selects one representative and one alternate to the IHE International Board. Prior to the adoption of the governance rules all co-chairs were automatically a part of the IHE governing body, called the Strategic Development Committee. The IHE International Board replaces the Strategic Development Committee and representatives are elected from within the IHE membership. The ITI domain will select its representative and alternate using the following process:

  1. Sponsor canvasses co-chairs to see who is interested in serving on the Board. Co-chairs are encouraged to state if they are running for another position on the board for which they qualify.
  2. Sponsor prepares a slate of remaining candidates.
  3. Sponsor calls an email ballot of the ITI Planning and Technical committees. each member gets one vote even if they are members of both committees.
  4. The sponsor tallies the vote and announces results. Top vote getter is board member, second vote getter is alternate.
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