Most managers, board member and attorneys in the community association industry have found themselves dealing with a hotly contested vote or election. Sometimes the end of voting is just the start of further challenges, with bickering over who voted, how they voted, and who really won. An effective way to document and report on voting outcomes is through a tellers’ report. If you don’t regularly peruse your copy of Robert’s Rules, you may not know what this is, so this blog will tell you what a tellers’ report is, how to prepare one, and what it can do for your community.
A tellers’ report is a formal document prepared by tellers–individuals tasked with overseeing and counting votes during a meeting. The report provides a detailed account of the voting process, including the number of votes cast, the distribution of votes for each option or candidate, and any invalid votes. This report becomes an official part of the meeting’s record and is crucial for verifying the accuracy and fairness of the vote.
There are three primary benefits to using a tellers’ report.
1. Transparency and Accountability: Transparency is a cornerstone of democratic decision-making. By documenting the precise outcome of a vote, a tellers’ report ensures that all members can see how the decision was reached. This transparency builds trust within the organization, demonstrating that the voting process was conducted fairly and without bias. The tellers’ report also holds the tellers accountable for their role in the process. Since the report is part of the official minutes, it creates a permanent record that can be referenced in case of disputes or concerns.
2. Accuracy in Voting Outcomes: Human error can easily occur during vote counting, especially in larger meetings. A tellers’ report provides a structured format to record vote counts, reducing the likelihood of mistakes. It allows the organization to cross-check the reported results against the actual ballots, ensuring the integrity of the process.
3. Resolving Disputes: In organizations, disagreements over vote outcomes can lead to conflicts or mistrust. A tellers’ report is an impartial document that can be used to resolve disputes. If questions arise about the validity of the vote, the report serves as evidence of the process and results, offering a clear account of what transpired.
Key Components of a Tellers’ Report
Templates for tellers’ reports for elections and motions can be found at Jim Slaughter’s parliamentary website. A comprehensive tellers’ report typically includes the number of votes cast, a breakdown of how votes are distributed, and a list of any invalid votes. The “tellers” should be impartial parties whose honesty is likely to be trusted by the members of the organization.
When is a Tellers’ Report Most Essential?
While a tellers’ report is valuable for all voting scenarios, it is particularly crucial in:
- Close Votes: When the margin of victory is narrow, precise documentation is essential.
- Contentious Issues: In cases where the stakes are high, transparency helps mitigate disputes.
- Secret Ballots: For confidential voting, a tellers’ report ensures that the results are accurately recorded without compromising anonymity.
In meetings governed by Robert’s Rules of Order, a tellers’ report can provide transparency, accuracy and accountability on disputed matters, and a clear record of the outcome of a vote that may be relied upon by the membership.
If you have any specific questions about your community and the use of a tellers’ report, contact Law Firm Carolinas attorneys Carole Albright or Jim Slaughter, both Professional Registered Parliamentarians and members of the American College of Parliamentary Lawyers, or any of the community association attorneys at Law Firm Carolinas.