The Role of Voting in Maintaining Ethical Governance in Associations

It’s no secret that trust in public institutions, businesses, and other organizations is decreasing. Just 22% of citizens believe the federal government will do the right thing, while a slightly better 49% trust businesses to act ethically. As a member organization, your entire existence hinges on goodwill, trust, and participation from the members you represent. How can you boost trust with members who are increasingly less trusting of institutions?

Many factors are at play here, but organizations have control over how they engage with their members. To bolster member support and regain their trust, we need to return to the basics: ethical association governance.

After all, when members trust that your organization will do the right thing, they’re more likely to believe in your mission, participate in the democratic process, and support your organization for years to come. In this guide, we’ll explain why democracy can help your organization create an ethical foundation for solid governance. We’ll also provide a helpful playbook for how to bolster fair elections and ethical governance simultaneously.

Why Democracy Is the Bedrock of Ethical Governance

Ethical governance may sound like a complex term, but it simply means that your organization has safeguards to ensure it operates fairly and justly. Organizations with ethical governance are accountable for their actions, care about the well-being of people and the planet, and make decisions for the greater good.

But even if you actually are an ethically governed organization, member perception matters, too. If members believe the organization is unfair or engages in nepotism (whether you actually do or not), it can seriously hurt your member relationships. Organizations, corporations, and governments all need trust to achieve their missions. That’s why democracy is such a significant part of governance.

Democracy is the bedrock of ethical governance in a member organization because it ensures fairness, inclusivity, and accountability, which are fundamental to building trust and maintaining integrity. Democracy supports ethical governance in so many ways, including:

• Equal representation: Democracy gives members an equal voice. Instead of leaders making all of the decisions, members vote to ensure the organization acts in accordance with their will.
• Checks and balances: Democracy allows members to prevent the abuse of power. For example, processes like removal or recall can help hold board members accountable if they abuse their positions.
• Flexibility: Organizations that fail to change won’t be able to keep up. Fortunately, democratic organizations have the flexibility to change their rules, practices, and leadership to fit current circumstances. After all, what was considered “ethical” fifty years ago is very different today. Democracy allows an organization’s ethics and governance to mold to current circumstances – a must for growing member numbers in the future.
• Morality: Beyond day-to-day governance, members vote to build the future they want to see. Whether you’re an electrical co-op or country club, members are your moral compass, voting on what is and isn’t okay for the organization to do.

How to Foster Ethical Voting and Governance

Elections and daily governance might sound like separate ideas, but they’re quite similar. In fact, a transparent voting process is essential for building an ethically-minded organization that makes fair, representative decisions. Follow these practices to strengthen internal cohesion and achieve your mission.

Agree on a Code of Ethics

Candidates should sign a code of ethics before applying to run for office, although many organizations also have a code of ethics for members. Codes of ethics aren’t legally binding, but they lay the foundation for agreed-upon standards that members will hold leaders accountable to. A code of ethics assures members that the candidates they vote for have their shared interests in mind.

However, you can take this a step further by ensuring that your organization’s bylaws also align with the code of ethics. For example, if your code of ethics prohibits a single person from holding too much power, create a parallel bylaw that implements term limits.

Prevent Conflicts of Interest in Voting

Conflicts of interest hurt members’ trust in your organization. While not all conflicts of interest are inherently harmful, it’s still important to prevent them as much as possible.

Create strict policies for identifying and addressing conflicts of interest. Your code of ethics can require candidates to disclose any personal or financial interests that could influence their decisions. Remember, this doesn’t necessarily mean these candidates can’t hold office. They just may need to recuse themselves on votes where potential conflict could exist.

It’s also important to inform members about potential conflicts of interest. For example, if a board member recuses themselves from a vote, share that with your members. This shows that you care about the organization’s best interests.

Foster a Culture of Fairness and Inclusion

The more members feel valued and involved in your organization, the less likely an unethical scandal will disrupt it. Engaged members hold their organizations accountable, but you need a diverse roster of engaged members for that to happen.

All members need to feel like their voices matter – not just a select group. A culture of fairness and inclusion is key for keeping your organization on the straight and narrow. That starts with actively seeking input from all members, ensuring their voices are heard and valued. Tools like the SBS CARE Survey can gather feedback to help you understand the member experience.

Online voting systems are also excellent for sharing members’ voices. Whether your members vote online or you opt for a hybrid option, giving members more choices will make voting more accessible. The more you can break down barriers, the more participation you’ll see from members with diverse needs. This approach ensures everyone has an equal opportunity to contribute to organizational governance.

Be Transparent

Your organization’s decision-making process shouldn’t be a black box. Its day-to-day governance has a direct impact on the member experience, which is why it’s crucial to be transparent in everything you do, from voting to making decisions.

Document all decisions thoroughly, including the rationale behind actions like removing an option or candidate from the ballot, and share this information with members. If members are skeptical about the accuracy or fairness of your voting procedures, work with a third-party provider like Survey & Ballot Systems. Our auditable systems and certified election results foster organization-wide transparency.

Foster member participation

Active members are more likely to vote, but they’re also more likely to speak up and hold leaders accountable. An active membership base won’t prevent all ethical lapses, but they can certainly deter unethical behavior by making their voices heard.

To foster participation, create opportunities for members to contribute through regular meetings, surveys, and feedback sessions. If members aren’t participating, offer incentives like discounts, free prizes, or donations to their favorite charity to encourage involvement. By nurturing a sense of ownership and community, organizations can empower members to play a pivotal role in maintaining ethical governance.

Your Next Step Toward Fair and Transparent Governance

People are less trusting today, and often for good reason. But that doesn’t mean all is lost: organizations must follow a strategic process to earn and maintain member trust. Best of all, designing a transparent and fair voting process has the pleasant side effect of building a more ethical organization. It’s truly a win-win that builds trust, accountability, and integrity in the long haul.

Transparent voting processes are the cornerstone of ethical governance. But there’s a catch: your team needs the time and resources to offer the level of transparency, accessibility, and flexibility members expect. Organizations are tasked with doing more with less, making it a real challenge to set up new systems.

That’s where we come in. Survey & Ballot Systems helps member organizations, HOAs, co-ops, and more put their mission into action by empowering their members with accessible voting systems. Conduct member surveys, hold fully auditable elections, and manage candidate nominations with our easy-to-use platforms. Contact us today to increase member participation.