CLMHOA ELECTION / VOTING COMMITTEE CHARTER
Approved __________

CHARGE:
 
The Elections Committee is a Standing Committee of the Board of Directors (“the Board”) of the Cypress Landing Master Homeowners Association (CLMHOA).  The Committee will advise and report to the Board on all matters concerning elections/voting processes and outcomes to include, but not limited to, Board of Director elections, covenant and by-laws changes, and special assessments.
 
STRUCTURE:
 
The committee will consist of 5 or 7 members approved by the Board.  Terms will be for two years. Initially 2 members will be appointed to a three year term in order to maintain continuity.
 
The committee may screen new members and suggest to the Board a list of new member candidates.
 
The Committee will elect a Chair, Vice-Chair and Secretary.
 
The Community Association Manager will be a permanent and active member of committee.
 
FUNCTION:
 
The primary function of the Committee is to insure the fairness and integrity of all elections and/or voting procedures of the CLMHOA and will include the following:
Publicizing the election/voting and related events
Organize and conduct owner registration processes for all elections and voting, including necessary forms and materials for registrars.
Verify owner identity and authenticate proxies and ballots.
Coordinate election/voting, including announcements and explanation of the ballots and write-in processes.
Distribute and collect ballots
Count ballots and proxies by third party counters with oversight of committee inspectors
Certify the election/voting results in writing
Communicate results to Board
 
The Committee will create appointee restrictions (i.e. no candidates for BOD, spouses of candidates or board members, current board members, etc.)
 
The Committee will conduct and monitor elections in accordance with the approved policies of the CLMHOA BOD.
 
The Committee will create election/voting forms, ballots, proxies and instructions as are necessary for the intended election/voting.
 
The Committee will coordinate Board election procedures and requirements with the Nominating Committee.
 
The Committee will coordinate with the Community Association Office all printing and mailing requirements.
 
The Committee will forward to the Board, minutes of all meetings.
 
Note: The Board will have final approval of all election/voting procedures and forms.