How to Run a Membership Referendum or Policy Vote Online

Not Every Vote Is an Election

Organizations regularly need to put questions to their membership that aren’t about choosing people — they’re about choosing direction. Bylaw amendments, dues increases, merger proposals, policy changes, budget approvals, and strategic priorities all require formal member input. Yet these non-candidate votes often get even lower participation than board elections because members find them less engaging.

Online voting makes these critical decisions accessible and well-documented, ensuring that policy votes carry the legitimacy they need. For organizational referendum examples and the ballot setup, see our referendum vote guide.

Referendum vs. Election vs. Survey: When to Use What

This guide focuses on binding referendums and policy votes, though the setup process is similar for all types.

Step-by-Step: Setting Up a Policy Vote

1. Verify your authority: Check your bylaws to confirm that the proposed action requires a member vote and what approval threshold is needed (simple majority, two-thirds, three-quarters).
2. Provide proper notice: Most bylaws require 14-30 days’ notice before a member vote. Send the notice with the full text of the proposed change.
3. Create the election in ElectionChamp: Name it clearly — for example, “Bylaw Amendment: Electronic Voting Authorization” or “2026 Dues Increase Proposal.”
4. Build the ballot: Create a Yes/No ballot question using Plurality voting. Give it a short title of up to 60 characters, such as “Article IV Amendment: Electronic Voting”, and put the clear, neutral question in the Voter instructions: “Do you approve the proposed amendment to Article IV, Section 3, authorizing electronic voting for all organizational elections?”
5. Attach supporting documents: Use the Voter Instructions field to include the full text of the proposal, a plain-language summary, and any board recommendation.
6. Configure security: leave “Who can see results while voting is open?” on “No one” to prevent early results from discouraging participation.
7. Set the voting window: 7-14 days for most policy votes. Longer windows for major decisions.
8. Launch and communicate: Press “Launch election”. Invitations go out when voting opens, so begin your communication campaign.

Handling Approval Thresholds

Different actions require different approval levels. Configure your expectations accordingly:

ElectionChamp reports exact vote counts and percentages, making threshold verification straightforward. Download the CSV results to document whether the threshold was met.

Pre-Vote Information Campaigns

Policy votes require more member education than candidate elections. Members need to understand what they’re voting on and why it matters:

Essential Communications

• Plain-language summary: Translate legalese into everyday language. “This amendment lets us use online voting instead of paper ballots” is better than quoting bylaw text.
• Pro/Con analysis: If the board has debated the issue, share the key arguments on both sides. This builds trust even if the board has a recommendation.
• Financial impact: If the vote involves money (dues increase, special assessment, capital expenditure), quantify the impact per member.
• Board recommendation: State whether the board recommends approval, disapproval, or is neutral, and briefly explain why.
• Q&A opportunity: Host a town hall, webinar, or provide a FAQ document where members can get questions answered before voting.

Information Distribution Timeline

Multiple Questions on One Ballot

Organizations often have several items requiring member approval at the same time. ElectionChamp supports up to 50 ballot questions per election, so you can combine them into a single election:

• Each question can use a different voting method if needed
• Voters see all questions in sequence and review their answers before submitting
• Results are reported separately for each question
• One ballot means one notification — members don’t have to vote multiple times

For example, your annual meeting ballot might include a board election (Plurality), a bylaw amendment (Yes/No), a budget approval (Yes/No), and a member survey (multiple choice) — all in one clean voting experience.

Communicating Results

How you communicate results affects member trust:

1. Report results promptly — within 24 hours of the vote closing
2. Share exact numbers: total votes cast, Yes votes, No votes, abstentions, and the required threshold
3. State clearly whether the measure passed or failed
4. If the measure passed, communicate the implementation timeline
5. If it failed, acknowledge the result and outline next steps
6. Use ElectionChamp’s one-click results email to send results to all voters simultaneously

Dues Increases

• Clearly state the current amount, proposed amount, and effective date
• Show what the increase funds — members are more supportive when they see the value
• Consider offering a phase-in option as an alternative ballot question

Merger or Dissolution Votes

• These are among the most consequential organizational decisions — allow extra time for deliberation
• Provide detailed financial projections and legal implications
• Consider requiring a supermajority (two-thirds or three-quarters) even if bylaws only require simple majority
• Ensure documentation meets state filing requirements

Bylaw Amendments

• Show the current language side-by-side with proposed changes (redline format in your communications)
• Explain why the change is needed in practical terms
• If multiple amendments are proposed, let members vote on each separately — a package deal may fail because members object to one item

Planning your next vote? Read about association voting software and bylaw and policy votes, or see pricing: free up to 20 voters, $10 up to 200, then $0.05 per voter.