Member Polling & Consultation Policy
Purpose
Central Highlands Pickleball Club Incorporated (CHP) believes members should have a genuine opportunity to contribute to the direction, activities and operation of the Club.
From time to time, CHP will use member polls and other forms of consultation to seek feedback, test ideas and help guide decisions about Club operations, events and activities.
Member polling is intended to provide a simple and accessible way for members to have a say throughout the year without requiring a formal General Meeting for ordinary operational matters.
Member polls are consultative and advisory to the Committee. They are not formal votes under CHP's Rules of Association unless a process is expressly conducted in accordance with those Rules.
1. Polling Platform
CHP will ordinarily conduct member polls through the Club's designated Discord member polling channel.
The Committee may use another appropriate platform or method where necessary.
The polling method should, as far as reasonably practicable:
Be accessible to eligible members.
Allow one vote per eligible member.
Clearly identify the question being considered.
Clearly identify available options.
Clearly state when voting closes.
Allow the result to be reasonably verified.
2. Who Can Vote
Polls are open to current CHP members who have access to the Club's designated member polling channel.
Each eligible member is entitled to one vote per poll, unless the poll expressly provides otherwise for a legitimate reason.
Voting rights belong to the member, not to a Discord account.
Members must not:
Vote using multiple accounts.
Vote on behalf of another member unless specifically authorised under an applicable formal process.
Allow another person to use their account to cast an additional vote.
Otherwise attempt to manipulate the result of a poll.
CHP may take reasonable steps to verify that a person participating in a member poll is a current CHP member.
3. Voting Period
Each poll will clearly state when voting closes.
Where practical, polls should remain open for at least seven days to provide members with a reasonable opportunity to participate.
A shorter voting period may be used where:
A decision is time-sensitive.
An event or activity requires an earlier decision.
The issue is minor or operational.
Other circumstances reasonably require a faster response.
4. How Results Are Determined
Unless otherwise stated before voting begins, the option receiving the greatest number of valid votes at the close of the poll will be considered the preferred position of participating members.
For a simple Yes/No question, a majority means more than 50% of valid votes cast.
Abstentions, where offered, will not be counted when determining the majority.
The result represents the views of the members who participated in the poll and should not automatically be interpreted as representing every CHP member.
5. Tied Results
If a poll results in a tie, the Committee may:
Make the final operational decision.
Conduct a runoff poll between the tied options.
Seek further member feedback.
Determine that no clear member preference has been established.
Take no further action.
6. Minimum Participation
Unless specifically stated when a poll is announced, there is no minimum number of votes required for a consultation poll to be considered.
The Committee should take the level of member participation into account when considering the significance of a result.
A result based on a relatively small number of participating members may reasonably be given less weight than a result involving substantial member participation.
For particularly important matters, the Committee may establish a minimum participation requirement before voting begins.
7. Status of Poll Results
Member polls are intended to provide the Committee with a clear indication of the views and preferences of CHP members.
The Committee will generally seek to follow a clear member preference where it is reasonable, lawful and practical to do so.
However, member polls conducted through Discord or another consultation platform do not constitute:
A General Meeting.
An Annual General Meeting.
A Special General Meeting.
A Special Resolution.
A formal Committee resolution.
A vote required by CHP's Rules of Association.
Any other formal decision-making process required by legislation.
Where CHP's Rules of Association or applicable law require a matter to be decided by the Committee, at a General Meeting, by Special Resolution or through another prescribed process, that process must be followed regardless of the result of a member poll.
The CHP Committee retains responsibility for the management and governance of the Club.
8. When the Committee May Not Follow a Poll
Member polls inform Committee decision-making but do not remove the Committee's responsibility to act appropriately and in the interests of CHP.
The Committee may decide not to implement a poll result where there are reasonable grounds to do so.
These may include:
Legal or regulatory requirements.
Safety concerns.
Child safety or safeguarding requirements.
Financial considerations.
Contractual obligations.
Insurance requirements.
Venue requirements.
Conflicts with CHP's Rules of Association or policies.
Governing-body requirements.
Circumstances or material information that were not known when the poll was conducted.
Practical circumstances that make implementation unreasonable or impossible.
Where implementation would not reasonably be in the interests of CHP.
Where appropriate, the Committee should explain to members why a clear poll result has not been implemented.
9. Re-running Polls
A substantially similar question should generally not be put to members again within three months merely because the original result was not the outcome sought.
A poll may be conducted sooner where:
Circumstances have materially changed.
Significant new information has become available.
The original question was materially unclear or defective.
The available options have materially changed.
The Committee reasonably considers that members should reconsider the matter.
This provision is intended to prevent repeated polling being used simply to obtain a preferred result while allowing legitimate reconsideration where circumstances change.
10. Matters Not Suitable for Member Polling
Member polls will not ordinarily be used to determine:
Individual complaints.
Disciplinary matters.
Grievances concerning individual members.
Confidential or private information.
Child safety matters.
Employment or individual volunteer performance matters.
Individual membership applications.
Conflicts of interest concerning identifiable individuals.
Matters involving sensitive personal information.
Matters requiring a formal vote under CHP's Rules of Association or applicable legislation.
Matters where public discussion could expose CHP or another person to unreasonable legal, privacy, safety or reputational risk.
The Committee may still consult members about broader policies or principles arising from these areas where doing so is appropriate and does not disclose confidential information.
11. Poll Questions
Poll questions should be written as clearly, fairly and neutrally as reasonably possible.
Questions should not be deliberately framed to encourage a particular result.
Where appropriate, members should be provided with sufficient background information to understand:
The issue being considered.
The available options.
Significant advantages or disadvantages.
Relevant costs or consequences.
Any limitations affecting the decision.
The Committee may correct, withdraw or restart a poll where a material error or ambiguity is identified.
12. Verification and Integrity
CHP may take reasonable steps to protect the integrity of member polling.
This may include:
Verifying that participants are current CHP members.
Requiring members to use an identifiable Discord display name.
Assigning a verified CHP Member role.
Removing duplicate or otherwise invalid votes where technically possible.
Investigating obvious attempts to manipulate a poll.
A member will not be denied a legitimate opportunity to participate merely because they do not ordinarily use Discord. Where reasonably practicable, the Committee may provide another method for an eligible member to communicate their vote during the polling period.
13. Committee Decisions Following a Poll
Where a poll concerns a matter requiring a Committee decision, the poll result may be presented to the Committee for consideration.
The Committee may then formally resolve to:
Adopt the member preference.
Modify the proposal.
Seek further information.
Conduct further consultation.
Decline to proceed.
Take another reasonable course of action.
Where appropriate, the Committee minutes should record that member consultation occurred and the result was considered.
This maintains a clear distinction between member consultation and the Committee's formal decision-making responsibilities.
14. Committee Discretion
The Committee determines when member consultation is appropriate and the form that consultation will take.
Not every operational decision requires a member poll.
The Committee may continue to make ordinary management and operational decisions in accordance with the powers provided by CHP's Rules of Association.
Nothing in this policy limits the powers, responsibilities or obligations of the Committee.
15. Relationship With the Rules of Association
This policy operates subject to the Central Highlands Pickleball Club Incorporated Rules of Association and applicable law.
Nothing in this policy is intended to limit, replace or override any right, obligation, voting requirement or decision-making process established by the Rules of Association or applicable law.
Where there is any inconsistency, the Rules of Association and applicable law prevail.
16. Policy Review
This policy will be reviewed annually or earlier where required due to:
Changes to CHP's Rules of Association.
Changes to the Club's polling platform.
Changes to CHP operations.
Member feedback.
Issues identified through the operation of the polling process.
Our Principle
If a decision affects our members, we want members to have a meaningful opportunity to have their say.
Member polling gives CHP a simple way to hear from members throughout the year while preserving the formal governance responsibilities established by the Club's Rules of Association.
Join the CHP Discord
CHP uses Discord for club announcements, member discussions and member polls.
When joining, please use a display name that allows the Committee to identify you as a CHP member. This enables us to verify your membership and assign you the CHP Member role, which provides access to member-only channels and voting.
If we cannot identify you from your Discord name, there may be a delay in providing member access.
Central Highlands Pickleball Club Incorporated (CHP)
Version: 1.0
Effective Date: August 2026
Last Review Date: August 2026
Responsible Body: CHP Committee
Approved by: CHP Committee
Review: Annually or as required