How the Yacht Club of Carnac modernizes its governance with online voting

Presentation of the Yacht Club of Carnac

Founded in 1960, the Yacht Club of Carnac is today recognized as one of the largest sailing bases. It plays a major role in the development of both competitive and recreational sailing, welcoming several thousand participants every year, including children, teenagers, and adults.

Beyond its sporting activities, the Yacht Club of Carnac is strongly committed to an eco-responsible approach, with concrete actions focused on environmental protection, maritime awareness, and the preservation of the coastline.

This modern and responsible vision is also reflected in the club’s associative governance, which is considered a key pillar of its long-term sustainability and democratic life.

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Governance: a cornerstone of the club’s associative life

Like any well-structured nonprofit organization, the Yacht Club of Carnac relies on essential decision-making bodies to ensure transparency, legitimacy, and continuity.

The Board of Directors

The Board of Directors is responsible for the club’s strategic direction. It oversees operational decisions, defines priorities, and ensures the implementation of short-, mid-, and long-term objectives.

General Meetings

General meetings are key moments in the democratic life of the club. They allow members to:

• receive information on the club’s activities and management,
• vote on resolutions,
• validate strategic orientations,
• elect representatives,
• and ensure transparency and accountability.

The quality of how these meetings are organized directly impacts member participation, quorum compliance, and the legal validity of decisions.

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The challenges of modernizing general meetings and board meetings

In a context of evolving usage and increased digital expectations, the Yacht Club of Carnac decided to modernize the governance of its decision-making bodies with several clear objectives:

• Improve accessibility for all members, whether attending in person or remotely
• Save time in organizing general meetings and board meetings
• Secure votes and strengthen trust in the decision-making process
• Simplify administrative management, from meeting notice to official records
• Ensure legal compliance and full respect of GDPR requirements

This modernization initiative covered the entire governance workflow:

• electronic meeting notices,
• secure document sharing,
• online registration,
• proxy management,
• attendance records,
• live voting, both in-person and remote,
• quorum calculation,
• and generation of official meeting minutes.

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Why the Yacht Club of Carnac chose online voting

Faced with these challenges, online voting quickly emerged as the most relevant solution to professionalize and secure the club’s governance.

Online voting makes it possible to:

• facilitate participation for members who are geographically distant,
• guarantee the integrity of the electronic ballot box,
• ensure reliable and traceable vote counting,
• and strengthen transparency for decisions taken during general meetings and board meetings.

However, choosing online voting required selecting a specialized, secure solution specifically designed for nonprofit and sports organizations.

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Voteer: a solution designed for clubs and sports federations

Already used by many sports federations, leagues, committees, and clubs, including the French Sailing Federation, the Voteer platform fully met the expectations of the Yacht Club of Carnac.

Voteer was selected for its ability to address key governance challenges:

• Accessibility for all voters
• Time savings for organizers
• Security and trust throughout the voting process
• Ease of use for both members and administrators

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Deployment of Voteer at the Yacht Club of Carnac

Electronic meeting notices and secure document sharing

With Voteer, the Yacht Club of Carnac implemented a complete electronic notice process, including:

• email delivery of meeting notices,
• secure access to documents (reports, resolutions, publications),
• a centralized space for members.

This digital approach improves traceability and significantly reduces administrative workload.

Online registration and in-person / virtual distinction

The platform enables precise online registration management, with a clear distinction between:

• in-person attendance,
• virtual participation via video.

This distinction is essential for logistical organization, quorum calculation, and accurate attendance records.

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A seamless experience for organizers and voters

Legally compliant proxy management

Voteer includes advanced proxy management, taking into account:

• named proxies,
• legally authorized proxy limits,
• automatic compliance checks.

This ensures legal security for both general meetings and board meetings.

Digital attendance records and check-in

Attendance records are fully digital:

• QR code check-in for in-person participants,
• automatic check-in for virtual attendees.

This guarantees precise tracking of participation and simplifies reporting.

Live voting and secure electronic ballot box

Live voting, whether conducted:

• in person,
• or remotely,

is performed using a secure electronic ballot box, ensuring:

• vote integrity,
• confidentiality,
• and reliable results.

Quorum tracking is automated, allowing instant validation of decision compliance.

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Security, legal compliance, and GDPR

Voteer is built on a strict legal compliance framework, which is essential for an organization of this scale.

The platform guarantees:

• full GDPR compliance,
• personal data protection,
• complete action traceability,
• and a secure, certified environment.

Every step of the online voting process is designed to reinforce member trust and confidence in governance decisions.

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Full autonomy after training

After an initial training and onboarding phase, the teams at the Yacht Club of Carnac became fully autonomous in using the Voteer platform.

The solution was particularly appreciated for:

• the simplicity of its interface,
• its ability to cover the governance process from start to finish,
• and its flexibility for both board meetings and general meetings.

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Client testimonial

“We particularly appreciated the simplicity of the interface. Whether for board meetings or general meetings, everything runs smoothly. The Microsoft Teams video integration is a real differentiator and greatly improves the voter experience.” Nicolas Letullier – Yacht Club of Carnac

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Project Highlights – Yacht Club of Carnac & Voteer

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