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Submitted by: James Kloiber / Kathy Lawson
The Ad-Hoc Election Committee met on 1/29/08 at 9:25 a.m. in the ACC
conference room at the Bay Club.
Those attending included: George Badey, Jim Kloiber, Kathy
Lawson, Tomi Moody, , and Shirley Phillips.
Excused: John Moore.
Previous meeting’s minutes: Changes were made to the previous
meeting’s minutes.
Recommendations from this committee may include..
1.Ballot checking for validity should be done by the CAM office staff or
other non members.
2.Review and comment period should be advertised and extended out from
just the pre board and board meeting times to a predesignated time
period.
3. This review period not yet determined regarding number of days.
4. Wordage regarding comments to be accepted will read “signed or
emailed”
5. All comments will be addressed in writing by the appropriate BOD
designated committee.
The members present approved the changed minutes.
CAI Election Information: The committee reviewed the CAI election
process documentation that Tomi sent us. The committee will use
this document as our “road map” to developing our own election process.
Tomi will check the Covenants and By-Laws to see if owners not in good
standing can still vote.
Creating a list of valid owners in preparation for an election:
Such a list is needed in order to send out election information and to
check that only those owner’s ballots are accepted. The list would
be printed as of a certain date “x” number of days prior to the
election. Once printed, only those owners would be allowed to
vote. Issue: (Jim asked what would happen if a property were sold
shortly before the print date and the transfer form did not reach the
HOA office by the print date. Which owner would vote.} The
current practice is that the former owner is the valid voter until the
transfer has been reported to the CAM office. It is
recommended that a specific cut off be determined.
Nominations from the floor at Annual Meetings: Right now, the
By-Laws permit this. (complete counting must wait until it is
determined that there are no more nominations). The
committee feels that there should be no nominations from the floor at
the annual meeting and will recommend to the Board that the By-Laws be
changed.
Use of Proxies: Right now, proxies are required by the By-Laws if
a meeting is held in order to determine a quorum. As far as we can
determine, the Covenants and By-Laws do not require proxies for voting
if a meeting is not called. Our recommendation will be that proxies not
be included with ballots, if a meeting is not required. The reason
for doing this is because ballots are being ruled invalid if the
accompanying proxies are not filled out properly. The election
inspectors need not link the two – it does not follow that if the proxy
is not filled out correctly that the ballot must not be counted – but we
do that simply because that’s the way we’ve always done it. If the
proxy is not needed or submitted, then the problem goes away.
We are still determining our full recommendation on this issue.
The Annual Meeting: ( either in the covenants or bylaws) (we need to be
exact on this) require a proxy to determine a quorum. The
committee does not plan to change that rule but will look at the proxy
and the ballot documents and instructions to clarify what the voter must
do. The object is to cut down the number of invalid proxies and
cut the link between a proxy and ballot, i.e., if a proxy is ruled
invalid, the ballot is still valid.
The committee will recommend to the Board that an analysis each election
be conducted and the results be published within a week of the election.
The standing Election Committee, with input from the Board liaison, will
recommend what information should be analyzed; the Board has final
approval. May require that the Board educate the owners that
confidentiality will be maintained, i.e., owner specific information
will never be revealed.
Jim was asked to talk about three ways of voting – (1) vote for “x”
candidates only; (2) vote for up to “x” candidates; and (3) vote for
only one candidate from a group. Our current method is(1) to
vote for “x” candidates only but that has not been done in actual
practice. What we really do is to vote for up to “x” candidates.
Jim presented pros and cons for the three methods and recommended that
we continue voting for as we actually do now – vote for up to “x.”
The other members agreed. More communication will be needed to the
members regarding this process.
Tomi and George will update the CAI election outline of items before our
next meeting. The outline will be used when we begin to create our
election procedure.
The meeting was adjourned at 10:40 a.m.
Our next meeting is scheduled for February 14 at 9:00 a.m. in the ACC
room.
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