4 WRC § 3-305 Meeting procedures | Wilton Rancheria Code

§ 3-305 Meeting procedures.

1. A special meeting for the removal of a tribal official shall be held at a venue secured by the Tribe large enough to allow for attendance and privacy of all of the eligible voters of the Tribe.

2. A special meeting for the removal of a tribal official shall include online participation.

B. Day of the Special Meeting. A special meeting regarding the removal of an officer shall be held on a Saturday.

1. All eligible voters shall be required to register either in person or online by showing a valid tribal, federal or state government identification.

2. Quorum shall be established through in-person and online registration at a special meeting regarding the potential removal of an official.

3. Quorum must be obtained prior to commencing any special meeting at which the removal of an official shall be considered.

4. Registration for a special meeting for removal of an official shall begin at 10:00 a.m. on the morning of said special meeting and shall continue for at least one (1) hour. If quorum is not established one (1) hour after registration has been opened, registration shall remain open for up to one (1) additional hour to allow for quorum to be met. If quorum has not been met by 12:00 p.m., the special meeting for the removal of the official shall be canceled.

5. Members of the General Council registering in person at the special meeting for removal of an official shall receive a wristband that shall entitle that member to receive and cast a vote on the issue of removal during the meeting.

6. Members of the General Council registering online at the special meeting for removal of an official shall be verified as participating to cast a vote on the issue of removal during the meeting.

7. Registration for the special meeting of the General Council shall be closed at 11:00 a.m. if quorum has been met at that time or shall be closed at the point that quorum is met if quorum is met after 11:00 a.m. After registration is officially closed, only those individuals waiting in line for registration shall be permitted to register.

1. The issue of the potential removal of an official and the related vote shall be the only items heard at a special meeting regarding the removal of a government official.

2. A special meeting for removal of an official shall begin promptly at 11:00 a.m. if quorum has been met prior to that time or as soon as quorum is met if said quorum is met after 11:00 a.m.

3. The Chairperson shall open the special meeting by announcing the number of members registered and present in person and online for the meeting and by providing a brief explanation of the removal process and vote. In no event shall the explanation of the special meeting agenda and process be longer than ten (10) minutes. In the absence of the Chairperson, the Vice-Chairperson or Spokesperson of the Tribal Council shall deliver these opening remarks.

1. The vote on whether an official should be removed shall be balloted.

2. Members of the General Council shall be provided with a ballot box in which to deposit their ballots and accounting for members participating online.

3. The voting process shall remain open until all present in person and online have had reasonable opportunity to receive and cast their votes. After all registered members of the General Council have had an opportunity to receive and cast a ballot, the vote shall close.

4. Online votes shall be opened and counted consistent with the following:

a. The Election Commission shall mail out an online voter packet to each eligible voter who has properly requested online voting information. The Election Commission shall use an approved online voter packet, which shall contain the following items:

i. An official online ballot.

ii. An inner envelope marked “Online Ballot.”

iii. A prepaid postage outer envelope addressed to the Election Commission with the name of the eligible voter as it appears with the Office of Enrollment.

iv. A certificate for notarization for all nonelder voters. Notarization shall be paid at the eligible voter’s expense.

v. An instruction page for completing the online ballot.

b. The voter shall vote by marking the online ballot. The voter shall seal the ballot in the envelope marked “Online Ballot,” which, in turn, must be sealed in the outer envelope. The voter’s signature on the notarization form provided by the Election Commission must be notarized for the vote to be valid. Elders are not required to have the online ballot notarized.

c. The Election Commission will hold all returned online ballots until the date and time of the special meeting when the voter registers and participates in the special meeting and instructs a member of the Election Commission to deposit their online ballot in ballot box to be counted.

d. It is the responsibility of the voter to ensure a completed online ballot is returned to the Election Commission by the deadline.

e. The Election Commission will collect all mailed online ballots from the post office box at 5:00 p.m. on the day prior to the special meeting. All envelopes are to be secured in a lock box or bag, and be immediately transported to a secure location under twenty-four (24) hour surveillance.

f. The Election Commission, with approval of the Tribal Council, may establish alternative online voting procedures, such as the use of technology, software or other electronic formats that allows participation in meetings within the approved budget and protects the integrity of voting.

5. No person shall be permitted to vote after the vote has closed.

6. Votes shall be publicly counted immediately after the vote is closed.

7. An official shall be considered immediately removed from his or her official capacity with the Tribe if two-thirds (⅔) of the ballots submitted favor removal of the official. (Res. 2023-04; Res. 2022-13 (Exh. A); Res. 2013-61; Res. 2012-17. Formerly 3-304)