Proper election process?

💬 Join us to post & get advice from 50,000 HOA & Condo leaders.

⚡ Takes 30 seconds

Already a member? Log in

JeffT (Maryland)
Posts: 83

Posted:

Our docs say that we must form a nominating committee to find candidates for the election and nomination can also be from the floor and hold a secret ballot election at the annual meeting. Since our HOA has not done this in years if ever, I would like to ask about proper steps:

1) Notice of the meeting is sent out. Can you or should you send out a ballot with the selected nominees (with space for write-ins) for mail back in case they can't attend the meeting. If this is the case how will they be able to vote for the floor nominees. A method can be in place to make sure it is secret and not opened until the election.

OUR BY-LAWS:
Nominating committee - Nomination for the election to the board of directors shall be made by a nominating committee. Nominations may also be made from the floor at the annual meeting.... The nominating committee shall make as many nominations for election to the board of director as it shall in its discretion determine, but not less than the number of vacancies that are to be filled.

2) Proxies - how can some one go about getting the proxies or someone assign the proxy for vote? How can the proxy be verified?

I would like to have as many vote as possible. I would also like to go and solicit proxies so that I can place their vote. Is that proper? See below - When would or by when would the proxy have to be file with the Sec. before it can be discounted? Before the meeting , before the count?

OUR BY-LAWS:

Proxies: At all meetings of members, each member may vote in person or proxy. All proxies must be in writing and filed with the secretary.

3) Is it just tough luck if you can't make it to the meeting?

MaryA1 (Arizona)
Posts: 7,043

Posted:

Quote:

Posted By JeffT on 05/06/2009 8:59 AM
Our docs say that we must form a nominating committee to find candidates for the election and nomination can also be from the floor and hold a secret ballot election at the annual meeting. Since our HOA has not done this in years if ever, I would like to ask about proper steps:

1) Notice of the meeting is sent out. Can you or should you send out a ballot with the selected nominees (with space for write-ins) for mail back in case they can't attend the meeting. If this is the case how will they be able to vote for the floor nominees. A method can be in place to make sure it is secret and not opened until the election.

The notice of the meeting should include the agenda, the ballot and the proxy form. Only those members attending the meeting are able to vote for anyone nominated from the floor. Ballots that are mailed in should be opened at the meeting by the teller committee (committee appointed to handle the election and count the votes) To insure secrecy there should be 2 envelopes, the out envelope has the name and/or lot number of the member and the inner envelope only contains the ballot. The outer envelope is used to verify that member's right to vote and to insure that only one vote is cast by each member.

Quote:

Posted By JeffT on 05/06/2009 8:59 AM
OUR BY-LAWS:
Nominating committee - Nomination for the election to the board of directors shall be made by a nominating committee. Nominations may also be made from the floor at the annual meeting.... The nominating committee shall make as many nominations for election to the board of director as it shall in its discretion determine, but not less than the number of vacancies that are to be filled.

2) Proxies - how can some one go about getting the proxies or someone assign the proxy for vote? How can the proxy be verified?

I would like to have as many vote as possible. I would also like to go and solicit proxies so that I can place their vote. Is that proper? See below - When would or by when would the proxy have to be file with the Sec. before it can be discounted? Before the meeting , before the count?

OUR BY-LAWS:

Proxies: At all meetings of members, each member may vote in person or proxy. All proxies must be in writing and filed with the secretary.

3) Is it just tough luck if you can't make it to the meeting?

Any member can gather as many proxies as possible. They should be brought to the meeting so they can be verified by the secretary. Then you should be given one ballot for each verified proxy.

Even if you can't make it to the meeting, your vote will be counted if you mail in your ballot. If you've collected proxies you should plan on attending the meeting to ensure that all your proxy votes are counted.

SusanW1 (Michigan)
Posts: 5,202

Posted:

It can be very confusing combining mail-out ballots, write-in votes, floor nominations, proxies and live voting results.

The mail-in ballot people miss the nominations from the floor.

Be sure your election committee has their ducks in a row.