4 WRC § 3-404 Meeting procedures | Wilton Rancheria Code

§ 3-404 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 any vote on amendments to the Constitution may include online participation.

B. Day of the Special Meeting. A special meeting for a vote on amendment(s) to the Constitution shall be held on a Saturday.

1. The issue of the proposed amendment to the Constitution and the related vote shall be the only item heard at a special meeting.

2. A special meeting to amend the Constitution shall begin promptly at the noticed time or if quorum has been met prior to that time or as soon as quorum is met to begin voting.

3. The Chairperson shall open the special meeting by announcing number of members registered and present in person and online for the meeting and by providing a brief explanation of the amendment 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. Registration. All eligible voters shall be required to register either in person or online by showing a valid tribal, federal or state government identification for any vote on amendments to the Constitution.

2. Quorum. Quorum shall be considered established for any vote on amendments to the Constitution if a quorum of the General Council appears either in person or online and registers for a vote on the same.

3. Registration for a special meeting for amendment to the Constitution shall begin at a reasonable time 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 within two (2) hours after the noticed start time, then the special meeting for amending the Constitution shall be canceled.

4. Quorum must be obtained prior to commencing any special meeting at which an amendment to the Constitution shall be considered.

E. Voting. The Chairperson shall establish the times during which eligible voters may vote on proposed amendments to the Constitution.

1. The Chairperson shall take all votes of the eligible voters by ballot.

2. Members of the General Council registering in person at the special meeting to vote on amending the Constitution shall receive a wristband that shall entitle that member to receive and cast a vote on the issue of amendment during the meeting.

3. Members of the General Council registering online at the special meeting to vote to amend the Constitution shall be registered and verified as participating to cast a vote on the issue of amendment during the meeting.

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

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

a. An official online ballot.

b. An inner envelope marked “Online Ballot.”

c. 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.

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

e. An instruction page for completing the online ballot.

2. 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.

3. 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.

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

5. 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.

6. 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.

G. Members of the General Council shall be provided with a ballot box in which to deposit their ballots received in person and online.

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

I. Counting Votes and Announcing Results. When the time period for voting has concluded, the Chairperson shall close the registration for the vote, publicly provide for the counting of the vote and announce the results by reporting whether the amendments to the Constitution have been adopted or failed.

J. An amendment shall be considered immediately adopted if two-thirds (⅔) of the ballots submitted favor the amendment. (Res. 2023-04; Res. 2022-13 (Exh. A); Res. 2013-61; Res. 2012-17. Formerly 3-403)