Requisitioned Meetings: Director Removal Vote

This article covers how to set up the Live Vote for a Requisitioned Meeting with a vote to remove directors. 

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How the Proxy Tool is Set Up (Director Removal)

  • For meetings with a vote to remove directors, our proxy tool will be set up as shown in the screenshot above. 
    • This ensure that owners are clearly choosing which directors, if any, that they are in favour of removing the director(s). 
    • If an owner does not wish to vote in favour of removing directors, they simply move to the next step. In the proxy form, their response will look like they are against the removal:

Creating Live Vote Questions

You are going to need to set up a s eparate voting question for each director that is being removed.

1. Head over to the Questions tab. In the Live Vote Questions section, click on "+ Custom Question". Click this as many times for as many directors that are being voted to remove (i.e. 2 directors, 2 clicks).

2.  You will see "New Question!" under the Live Vote Questions, which are the custom questions you just added. Click on this to edit the question.

3. To set up the live vote question, we recommend the following:

  • Question =  example "Are you in favour of removing [Director's Name]?"
  • Number of choices = 1  (this is the default, so you can leave this)
  • Choices= Yes, No (one option per line)

3. When you're finished, click on "Update". 

4. Repeat steps 2 & 3 for as many director removals are being voted.

Why does the live vote need to be set up this way?

  • This gives owners the explicit choice to vote for or against the removal of a director
  • It easily accounts for if one of the directors is in the owner-occupied position
  • It gives you as the host more flexibility during the meeting

What do Owners See?

Owners will see the ballot in the order you start the live vote questions.  Meaning, if there is more than one director removal being voted on and you start each live vote question at the same time, owners will see the questions in the order you started them.

  • If there is a vote to remove the owner-occupied director, we recommend conducting that vote separately from any general positions. 
  • Owners can abstain by not selecting yes or no, and simply clicking next. The system will ask the owner to confirm. 

Tabulating the Results

  • Because you are creating a new voting matter instead of copying the advanced vote question, there will be multiple sections on the overview page, one for the advanced votes from proxies and one for the live votes.
  • In the case of this meeting type, the system will not automatically add the advance votes with the proxy votes
  • As a result, you will need to manually add the live votes to the advanced votes. This can be done on the Overview page of the dashboard:
    • After the live vote is over, refresh the Overview page to retrieve the most updated results
    • You will see a result section for each live vote question for director, as well as a section from the Advanced Votes
    • In the section with the advanced votes, you will see there is a column for you to add in Additional votes. Click on the dashed line to write in the number of votes in favour of removing each director and click on "save changes".
      • In the example below, one vote was added to the Additional Vote Column in favour of removing Billy Flynn as a director.
    • Once you have added the additional votes, you will see that the Dashboard will combine the Advance + Additional (that you manually added from the Live Vote) under the Total column.

FAQ

1. Why can't I just copy the advance vote questions to the live vote ballot?

For the best owner experience, we strongly recommend setting up the live vote of director removals as separate (for each director) questions with Yes/No answers.

2. Who can I reach out to for help with setting up the live vote question?

If you need assistance prior to the meeting, please reach out to your customer success manager (support@getquorum.com). If you need help during the meeting, please use the live chat feature from the Dashboard. 

3.  How do owners abstain during the live vote? Should I add the option to abstain as one of the choices?

While you can add abstain to the choices on the live vote question, it is not necessary. If an owner would like to abstain from voting in favour of or against the removal, they simply just click on "Next" on their ballot, and the voting portal will ask them to confirm that they are choosing not to vote.

4. How would I conduct the substitute vote, if applicable?

You can follow the regular process for any substitute elections (copy the question from the Advanced Vote Questions); you will just need to ensure that your ballot is updated with the correct candidates and/or ensure that the vote is restricted to owner occupied units (if applicable). 
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