Elections In A Not-For-Profit Organization

Last month, I conducted the election procedure for a small not-for-profit I’m involved with.  I’m not a registered parliamentarian, but do have considerable experience in the processes and procedures of association elections.

I will offer some general comments about my approach, but I note that this link provides some very thorough guidance for not-for-profit board decisions https://orghub.ca/resources/blogs/nonprofit-board-voting-procedures

 

The Core - Parliamentary Procedure & Respect for Members

Twenty years ago, the Toastmasters club I regularly attend would practice parliamentary procedure.  We’d often have a frivolous motion we would debate, often amend, and pretty well always vote down, as most of these frivolous motions were beyond our control.

 The practice gave us experience in creating clarity, and making decisions as a group. The exercises were worthwhile because, for people voting on a decision, clarity on the decision needs to be very clear, be debated if necessary, and then decided by an assembly that is authorized to make such a decision.

Early on, I hated the formality and process of parliamentary procedure and these practice sessions at Toastmasters, but I grew to respect and enjoy the processes, along with the intention and principles.

 

Key Principles of Parliamentary Procedure

Two key principles of parliamentary procedure are;

1    One thing at a time

2    The minority has a right to be heard, and the majority has the right to decide

We would all enjoy our work and volunteer commitments moreso if our organizations focused on one thing at a time, and the minority was heard and respected.  

 

Elections

I will offer my approach for managing elections of board members for a not-for-profit.

Further, here is an additional guide that can be helpful in managing an election. 

https://content.civicplus.com/api/assets/bd4973f7-f75e-4d88-bd40-aa5d3e768d82?cache=1800

 

My Approach

1.   It is important for anyone conducting an election procedure to review the organization’s bylaws, which usually specify how to achieve quorum and conduct a vote.

2.   Quorum defines what percentage of the eligible voters must be initially present to enable a valid vote and decision. (It is also valuable to acquire information on recent election practices from experienced members. There may have been any issues in the past, and in some cases, leaders are unfamiliar with their own bylaws.)

3.   In most organizations I’ve been involved with, a nomination committee has been in place. Such a committee can announce position availabilities well in advance of an election date, and then discuss opportunities with prospects who are interested, conduct interviews, and ultimately present a slate for consideration. In the recent elections I conducted, a nomination committee was in place, and presented the proposed slate to the assembly as the election procedure began. 

4.   Reports from an appointed committee, like a nomination committee, do not require a motion.  

5.   Before the election begins, it is important to ensure a quorum of voters is present, that is, is there a sufficient quantity of eligible voters present to make the upcoming decision.  Quorum is usually determined by a recording secretary, who will also formally record and share results. In many cases, a quorum is 50% of the eligible voters, often simply the paid members. In some organizations, proxies and absentee ballots are permitted. 

6.   In conducting the elections, my practice is to preview to attendees the event as it will unfold, entertain any questions, and work to ensure the voters feel informed and respected during the process.  

7.   The simple process is

a.   Have the nomination chair present the nomination report

b.   Call for nominations from the floor.  This is often done three times, and while not required in authorities such as Robert’s Rule, it is respectful to the voting membership.

c.    The CivicPlus link provides guidance for situations when floor nominations are received.  In my experience, nominations from the floor are rare, and when none are received, nominations can be announced as closed. Done.

d.   Once the nominations are closed and there are no contested positions, the chair can request that the organization record and document that the candidates nominated are elected to office effective on the start date. My practice is to ask a recording secretary to document that one vote has been received for the nominated slate. Having a record of the election is usually important for external business, such as managing bank accounts.

 

A Deeper Exploration of Elections

Here is a deeper dive into election procedures https://michaelmouritsen.ca/blog-1/f/questions-about-nominations

 

Conclusion

Parliamentary procedure is valuable in conducting elections as it enables a professional approach to decisions, group participation, and ultimately respects the right of the assembly to choose.

 

How To (Not) Pick A Side During A Meeting

 In early May 2026, I delivered two 50-minute keynote-style presentations in London, Ontario at a Toastmaster conference for the high achieving District 86 Toastmasters team.

Particularly in longer presentations, I work to include some time for questions and answers as this adds value for audience members, gives me insight into how attendees have heard and processed my communication, and I sometimes hear about experiences that have been triggered by hearing my material. Here’s an example.

The Scenario

After I spoke about managing interpersonal conflict, an audience member described a scenario.  She said she had been in a meeting, and two attendees were in a heated argument. At one point, one of the gentlemen turned to her and asked “who do you think has offered the better approach here today?”

That’s awkward.

I asked her where she works, which drew considerable laughs.  I quickly told her I was joking and she didn’t need to share her work place. I do remain curious, although that’s none of my business. And of course, it could have been any of a thousand businesses, and any of a thousand meetings. 

Defer, Defer, Defer

If asked a question like this one, I can only offer my opinion, and a process, on what I would do in a similar situation, or what I hope I would do in a similar situation, with grace, skill and composure. 

I wasn’t in the room, I don’t understand the workplace culture and formal and informal hierarchy, I wasn’t immersed in the emotion of the moment, or caught in surprise at the time. I was put on the spot during my presentation, and offered my opinion, and a process.

My suggestion to her, my description of what I would hope to do in that situation was to respond, but defer offering a definitive answer.  That could sound something like;

“Gosh you’ve both offered some excellent points and solid rationale.  I’ve made some mental notes but I’d like some time to think over the two options before deciding which I believe is the better choice.”

 

Then I suggested once the meeting concluded he would immediately forget that he asked for her opinion, and she’d never need to offer it.  I’m 90% confident that while she was asked for her point of view, the gentleman who asked was only looking for an ally for his side, and in that moment.

Once the meeting concluded, I would never bring it up again. One might be tempted to revisit and respond a couple of days after the incident, but I expect the request was quickly forgotten.  There would be no need to ever initiate a conversation about it again.

 

Conclusion

It is challenging to respond when put on the spot.  It’s much more difficult when emotion is involved, and power structures are at play.

In such situations, a good starting point is to blandly and briefly comment on what you’ve heard by praising both sides, and defer offering your point of view. 

If you’re fortunate you can defer forever.

How To Sound Unconfident

While I was killing time watching some short clips stream past on social media, a promotion piece ran.  While I didn’t pay much attention at the time, it has stuck with me and I continue to think about it.

The speaker offered three tips and the one that has stuck with me encouraged viewers to eliminate filler words when they speak.  The artist said every filler word makes you sound uncertain and unconfident (her choice of word). I agree.

Poor Habits

We become comfortable in our speaking habits. Most of us will use an occasional ‘um,’ “ah,” “like,” or “you know” as they work through their thoughts.  However, when these non-words and low-value additions become pervasive in our speech patterns, most listeners will pick up on the hesitation, and interpret your usage as uncertainty and lack of confidence.    

 

Poor Role Models

We learn from people around us, and particularly those in media. Many exhibit poor speech habits.  You can likely think of a public figure who uses ums and ahs extensively.   I quickly recall a former politician as he would routinely start his sentences with an um.  I can’t understand why he needed an um to get started.  That must have driven his staff to distraction. 

As a listener, I can and I would filter that non-word out, but I always think about how easy it would be for him to correct his adopted habit. Why would he repeatedly start a sentence with a noise that isn’t word?

How To Correct Poor Speech Habits

Correction starts with awareness, and then substituting a good habit.   A brief pause is a much better habit.  A pause does not require a listener to filter, and even allows the listener to think about what she’s heard, instead of processing, or purifying, new input.

If you know someone who uses excessive filler words, be very careful before you call this to his or her attention. Most people believe they’re effective communicators, even if you struggle to process their speech. Most listeners will fight through the challenges to understand a message if the message is important to us.  

 

Landing Your Message

I hope you’ve observed  that the most effective speakers use actual words, and few non-words and noises, to deliver their messages. When listeners need to filter and select actual words, the speaker is requiring the listener to work harder.

Listening can be hard work. Processing a message can be hard work. Determining a speaker’s message can be hard work.

It is our job as communicators, as speakers and leaders, to make our messages easy to understand.

 

 

When Someone Derails Your Meeting

“What can I do when one of my employees keeps knocking my meeting off track?”

 This question surprised me. I was presenting on the topics of communication and team leadership when a young manager asked this question?

 

https://anthillonline.com/wp-content/uploads/2013/11/talking-to-employees.jpg

She explained that she holds regular team meetings, and one employee consistently interrupts her agenda and simply begins talking about at least one new item.  She wanted my advice on how to handle such disruptions.

I would have preferred a longer conversation, but this occurred during a Q&A session after my presentation, and I was expected to offer some brief advice.  I’m left to wonder about their power dynamic, their mutual work history, whether someone feels they were slighted for a promotion, etc.

Two Suggestions

So, what could she do next time she was interrupted?  I offered two suggestions.

First, I suggested that, as this has been happening during her team meetings, she needs to demonstrate to her team that she is the leader, and while open to agenda input, she needs to manage the meeting and the agenda for the benefit of the full team.

Importantly her team needs to see her assert what is acceptable meeting behaviour, and guide how any team member can offer suggestions to the team agenda. This could be as simple as stating “I’m going to add that to the end of today’s agenda, and we’ll plan and get to your comments today. But it may have to wait until next meeting. We’ll continue?”

In similar situations I’ll often ask a question of the larger group such as “we’ll continue?” to see some nods and get concurrence from the group.

Second, I suggested that if the behavior doesn’t correct, she needs to meet with her employee, and have him understand how his behavior affects meeting flow and team cohesion.  This starts with her describing, or having ready, two or more specific instances when he interrupted the meeting.  One instance is perhaps excusable, but more than one is not.  

I wrote about another approach, which could be applied here,  to managing disputes in this post https://gycz.blogspot.com/2022/02/dealing-with-team-conflict-real-and.html

 

 Conclusion

It sometimes happens that a team member will challenge your authority.  The reasons why are many, but irrelevant.  To succeed in your function as a leader, you must show respect for all, but assert your position.

Creating Shared Experiences

 “Remember that time we made the six-hour drive to Sunday River ski hill and it took twelve hours to drive back in that huge snow storm?” 

https://thumbs.dreamstime.com/b/car-driving-snow-covered-road-snowstorm-winter-storm-taken-windshield-blurred-snowflakes-175751159.jpg

I was recalling this recently with a friend with whom I shared this unexpected and unwelcome experience after a two-day ski trip in Maine. On return, as we crossed the Canada-U.S. border in St. Stephen, the border officer looked at us as if we were daft to be on the roads during the blizzard. It was daft, but there are few opportunities to stop between Bangor, Maine and Saint John, New Brunswick. Especially in early winter, when many seasonal properties are closed. Once one starts on the journey, one is committed. 

This remains a memorable experience for me and my friend Paul. Shared experiences like these create bonds, break down barriers, and can provide laughs for years.  

Further below I’ve provided a gift article about a school crossing guard who builds experiences and community connections.

 

Creating Shared Experiences

My sister Janet maintains a blog titled Carefull Connections  focused on supporting people, especially family, with memory and cognitive issues.  The lessons apply much more broadly. In the post linked below she writes about creating shared experiences, and how we often later joyfully recall these. Drop her a message at the blog if you find the content useful.

Any of us can remember often silly, but often significant, events that happened with a friend or family member.  We’ll usually start sharing those stories with “remember that time …”  It’s difficult to encounter such experiences in an online environment.

https://carefullconnections.blogspot.com/2023/01/connecting-in-visit.html

Building Community and the Role of Social Media

Is social media effective in enabling us to form community? I believe it is somewhat effective and helpful, but not a substitute for face-to-face communication, and not for conducting difficult conversations.

The article below professes that “social media is the refined sugar of social interaction.” That’s about right, isn’t it?  And too much refined sugar is unhealthy for humans.

Face-to-face communication requires skills that are difficult, and likely impossible, to refine online.  Online communication is convenient, but not a substitute for face-to-face, which is more complex and nuanced, and requires a listener to process tone, vocal quality, facial expressions and body posture. 

Perhaps these days people lack confidence in their ability to manage face-to-face social interaction. 

See https://theconversation.com/why-our-screens-leave-us-hungry-for-more-nutritious-forms-of-social-interaction-142019

 

Maybe Seriously Unhealthy?

In a similar manner, too much online communication can be unhealthy for humans.  Studies are available that document Internet Communication Disorder (ICD).  The passage below is from the abstract of a 2016 academic article

https://psycnet.apa.org/record/2016-59883-001

“Online communication applications such as Facebook, WhatsApp, and Twitter are some of the most frequently used Internet applications. There is a growing amount of individuals suffering diminished control over their use of online communication applications which leads to diverse negative consequences in offline life. This could be referred to as Internet-communication disorder (ICD)”

 

A Crossing Guard Who Builds Community Connections

Please enjoy my gift article from The Toronto Globe and Mail about a crossing guard who turns a cold intersection into a place of warm connection.

https://www.theglobeandmail.com/gift/ed62f13db6b8f227d6585f7e68e07fff92b35a03f48ff37120f1c7e6ff76930b/2ODYK6S3LZCFRAXCINRKK2LKL4/

 

“Remember to go talk to actual people every now & then, OK”

Good advice in this Bluesky post from @jrosevear.bsky.social, isn’t it?

https://thumbs.dreamstime.com/b/multicultural-people-using-smartphones-ignoring-each-other-sitting-sofa-multicultural-young-people-using-smartphones-ignoring-144185438.jpg

 

A Fraying of the Social Fabric?

John’s post invites us to talk with actual people. Related to this topic, a headline in the Semafor newsletter https://www.semafor.com/) surprised me;

“Falling wine sales represent not just a problem for the industry, but perhaps also for society.”

 

The article suggests wine consumption is being affected by decreased socialization, with fewer people making time to talk face-to-face to actual people.

 The Semafor newsletter referenced an article from The Economist magazine in which they suggest that health consciousness is one driver of the decline in wine consumption (they suggest a crisis in the industry), but more significantly a “fraying of the social fabric” and the related decrease in socialization. The magazine states “we increasingly live and eat alone.”

(https://www.economist.com/international/2026/01/15/falling-wine-sales-reflect-a-lonelier-and-more-atomised-world)

Are We Less Skilled in Social Interaction?

Some studies indicate that increased screen time has strong linkage to adverse health outcomes.  See this Center for Disease Control article from 2025

https://www.cdc.gov/pcd/issues/2025/24_0537.htm

How to Improve Social Skills

Are people interested to improve their social skills? Improved social skills “mean you can connect with other people in ways that feel meaningful, respectful, and clear. This is important, as our relationships shape so much of how we experience life.”

https://blog.calm.com/blog/improve-social-skills

For a summary, the article suggests;

1.   Focus on listening, not performing

2.   Use body language to signal openness

3.   Practice grounding techniques before or during social moments

4.   Learn to tolerate pauses

Communication is a Skill

Skills require practice. The skill may be social graces, public speaking, writing, hitting a golf ball, and on and on. Knowledge alone will not make the skill strong. 

Skills require practice.   

It appears to me that for much of society the screen held inches from one’s face is more interesting than a person sitting nearby. Or perhaps the screen observer simply lacks the skills, and confidence, to engage.    

 I plan to encourage more face-to-face interactions in 2026.

Smaller Components Help Refine Your Message

As 2026 approaches, I’m developing a 40-minute presentation usable with several audiences on the topic of taking action and not being a spectator. To prepare, I’ve developed and delivered several shorter components of the larger presentation.

Photo by Finding Dan | Dan Grinwis on Unsplash

Shorter, reusable components are valuable for several reasons, including for simple practice. I want to be sure each component is complete on its own.

Delivering shorter components helps to refine and better understand my overall message, and to manage transitions in the material.

I’ve found this approach helpful in the past, and a similar approach may be helpful to you.

Practice Assists Discovery

Although this shouldn’t be a surprise to me, I’ve learned over the years that as a result of these iterations my core content can serve several purposes and support several messages.

Sometimes I learn this after I speak with people who were in the audience. The material I’m currently refining touches on risk, ambition, courage, confidence, experimentation, team coherence and more.

Core Material

The core material I use in this presentation begins with my experience as a one-time recreational skeleton racer.  Skeleton racing in the Olympic sport where athletes race head first down an icy track.  It is one of three sliding sports, along with bobsled and luge racing, in which racers slide head first down the hill.  More information is available from the sport’s governing body The International Bobsleigh and Skeleton Federation (https://www.ibsf.org/en/)

Personal Experience Drives Content

Often people will underestimate the lessons and instructional value of their personal experiences.  My odd little experience as a recreational skeleton racer is ultimately about risk and unique experiences, but most importantly about not needing to justify a choice or an action to others. 

 

My Presentation - Section 1 – Set The Stage

To set the stage for my core message, I describe my experience that day racing down the icy skeleton and bobsled track. Audiences have found the material quite engaging as the activity involves some risk, and it’s not a common pursuit for many people.  However, I do recommend it.

I wrote about my experience at The Whistler Sliding Center in British  Columbia  here https://substack.com/home/post/p-167638383

 

Section 2 – Describe Obvious Opportunities

Because the first organization that I will present with is a Toastmasters audience, I spend about 10 minutes describing developmental roles within Toastmasters. This is an obvious path those audience members.

Section 3 – Discuss Stretch Opportunities

The final section encourages audience members to personally note their stretch ambitions, whether inside their organization or outside their organization.  Sometimes I invite attendees to share a stretch ambition, but I won’t put anyone on the spot and potentially embarrass them.

Section 4 – The Power of Simply Starting

Once members have noted and acknowledged an opportunity then I walk them through a process to begin and then generate momentum that leads to achievement.  This may be a team ambition or an individual pursuit.

Conclusion

When developing material, it’s important to start. Experiment. Deliver shorter versions. Deliver several versions.  Discover the value and key messages surrounding your core material.

Usually sharing your message to an audience of one, or an audience of many, will help you refine and often discover additional purpose.