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Proposal - 2025.07.06 Voting process

Context / Problem

Our grocery cooperative values democratic governance and inclusive participation. However, our current voting process lacks standardization, which can lead to inconsistent implementation, unclear timelines, and reduced transparency. Specific challenges we have experienced or aim to avoid include:

  • Limited clarity on when proposals should be introduced and how they move forward to a vote

  • Insufficient time for members to review and reflect before being asked to vote

  • Uneven opportunities to propose alternative or amended options

  • Gaps in participation, especially from members who miss email links or meeting updates

  • Lack of a feedback loop to improve the voting process over time

To address these concerns, this proposal introduces a structured, predictable, and inclusive voting process to guide future decisions.

Options to vote on

Option 1: Full Adoption

  • Proposals must be shared on the wiki in advance of meetings.

  • All discussions occur at Sunday meetings with time for amendments.

  • Ranked choice voting is used by default.

  • OpaVote is used for secure, one-member-one-vote elections.

  • Ballots must go out within 24 hours or wait until the next meeting.

  • A minimum five-day voting window.

  • Final call for votes and results shared at the next Sunday meeting.

  • Feedback is collected after each vote for process improvement.

Option 2: Partial Adoption (Voting without Timing Requirements)

  • Same as Option 1, but remove the following constraints:

    • No requirement that ballots must go out within 24 hours

    • Flexibility on the voting window length (suggested but not mandated.

  • This version prioritizes flexibility but maintains the structure for transparency and access.

Option 3: Leave as-is (status quo + improvements later)

  • Do not adopt a standardized process at this time.

  • Continue with current informal methods.

  • Revisit the idea of formalizing the process after more experimentation or feedback.

Annex A. Standard Voting Process

1. Proposal Review and Meeting Discussion

  • Proposals are posted on the Grocery Cooperative's wiki ahead of Sunday meetings.

  • The Sunday meeting includes:

    • Proposal presentation

    • Group discussion on pros and cons

    • Time for adding amendments or alternatives

2. Ballot Creation and Timing

  • OpaVote is used for all ballots unless a different tool is specified.

  • Ballots go out the evening of the Sunday meeting.

    • If not possible, voting is postponed to the next meeting (Option A only)

  • Each ballot includes all viable options using ranked choice voting.

3. Voting and Participation

  • Ballot is open for at least five (5) calendar days.

  • Final call for votes occurs at the next Sunday meeting.

  • Those who missed the email can vote live during the meeting.

4. Result Sharing and Feedback

  • OpaVote calculates results automatically.

  • Results shared at the Sunday meeting immediately after voting closes.

  • Brief discussion to:

    • Acknowledge results

    • Plan next steps

    • Collect feedback on process effectiveness

Annex 2: Implementation Notes

  • Member emails must be kept up to date for OpaVote.

  • Voting coordinators may be identified to ensure timely execution.

  • All final outcomes and voting summaries will be added to the wiki archive.

  • A feedback form or informal reflection will be used after each vote.

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