|
|
|
|
Election Committee ReportJune 2, 2010Committee Members: Richard Arnold, Pat Kingshott and Dard Price Staff in Attendance: Debbie Smith, SRA Executive Director and Minute-Taker Guests in Attendance: None Confirmation of Quorum: All members were present. Pat Kingshott called the meeting to order at 9:00 a.m. The May 10, 2010 report was approved. Review Current Agenda - Meeting will be from 9:00AM to 10:30AM. 1. Election Committee Candidates for 2010 The three candidates who submitted their names withdrew, thus the Election Committee (EC) will continue to seek candidates. A “get acquainted” meeting will be scheduled once candidates have been determined. 2. Election Process Timeline and Tasks · The committee continues to work on the timeline. · Once the election process and timeline document is complete, it will be incorporated as part of EC procedures manual. 3. Letter to Membership Seeking Director Candidates for 2010 The letter was finalized and will be mailed on June 11. The color of the letter will be yellow (as in 2009). 4. Application Packet for SRA Board Member Candidacy The packet was reviewed and the letter dated June 14, 2010 from Debbie was revised. The color of the letter is white. The color of the application is blue. The application must be returned by 4:00 p.m. on Friday July 16, 2010. Other enclosures are the Bylaws and “Information for SRA Board of Directors Candidacy” and a return envelope for the application. 5. 2009 Election Process Action Report The report was reviewed and revised. Debbie was asked to send the revised draft to the EC for final review prior to Pat and Richard presenting the report to the SRA Board of Directors on June 25, 2010. 6. Assemble Documents for Selection of New Election Committee Members Debbie was asked to organize all documents used to date and add the documents to the Procedures Manual and timeline. 7. Date for Next EC Meeting. The meeting will be held on June 29 at 2:00 p.m. 8. Adjournment. The meeting adjourned at 11:10 a.m. Agenda items for a future meeting · Review Process for announcing winners · Develop and approve Election Committee procedures manual · Welcome and orient new Election Committee member(s) · Initiate process for 2010 election of 4 directors Completed agenda items from prior meeting 1. Define Candidate nomination and voting procedure at Annual meeting 2. Questions/Comments received by Election committee from voters 3. SRA Election Committee (EC) letter to membership seeking EC Candidates including length of service, staffing process, final version of letter, mailing 4. Election Committee Confidentiality Statement final version, retention period & location, new member signing 5. Ballot packet included as part of annual meeting packet with same return envelope used for proxy and ballot 6. Application for SRA Board Member Candidacy 7. Cover Letter for Candidate Application Packet May 10, 2010Committee Members: Richard Arnold, Pat Kingshott and Dard Price (absent) Staff in Attendance: Debbie Smith, SRA Executive Director and Minute-Taker Guests in Attendance: None Confirmation of Quorum: Two members were present. Pat Kingshott called the meeting to order at 9:00 a.m. The April 28, 2010 report was approved. The report will be forwarded to the Board of Directors for their approval on May 25. Review Current Agenda - Meeting will be from 9:00AM to 10:30AM. 1. Election Committee Candidates for 2010 Actions: · Review candidate applications received. No candidate names have been received. · Determine next steps for recruiting new member. During the April 30 Board of Directors meeting, Richard requested help from the Board in seeking candidates to serve on the Election Committee (EC). The Board said they would help. An SRA Email News seeking candidates was drafted for SRA President Paul Barlock’s review. Once reviewed and approved, the email will be sent as soon as possible. 2. Election Process Timeline and Tasks Actions: · Complete timeline document, to include form number for identification, color of paper used. The EC will continue to modify the dates and other information on the timeline document. · Approve election process and timeline document and incorporate as part of EC procedures manual. It was determined that this is a “work in progress” and will be ongoing. 3. Letter to Membership Seeking Director Candidates for 2010 Actions: · Finalize wording for letter to membership to be used in 2010. The June 12, 2009 and July 6, 2009 letters were merged into the 2010 letter. The draft letter dated June 11, 2010 will be sent via email to the EC for review. The final letter will be approved at the next meeting on June 2. · Determine form number and paper color; add this information to timeline document. The paper color will be white. 4. Application for SRA Board Member Candidacy Actions: · Finalize and approve application form. The form was revised to include the following wording: “My dues and financial obligations to the Association are paid in full and current.” · Determine form number and paper color; add this information to timeline document. The paper color is dark blue. Form numbers to be determined. 5. Cover Letter for Candidate Application Packet Actions: · Review and finalize wording of letter and approve letter. The July 8, 2009 letter was modified by changing the dates to June 12, 2010 and receiving the completed application by July 23, 2010 by 4:00 p.m. · Determine form number and paper color; add this information to timeline document. To be determined. 6. 2009 Election Process Action Report Actions: · Develop document of recommended actions to facilitate future SRA elections. Prepare document of actions to be presented to SRA Board of Directors. Present document of recommended actions report at June board meeting. This is a work in progress. 7. Date for Next EC Meeting. The next meeting will be held on Wednesday June 2, 2010 at 9:00 a.m. 8. Adjournment. The meeting adjourned at 11:30 a.m. Agenda items for a future meeting · Review Process for announcing winners · Develop and approve Election Committee procedures manual · Welcome and orient new Election Committee member · Initiate process for 2010 election of 4 directors Completed agenda items from prior meeting 1. Define Candidate nomination and voting procedure at Annual meeting. 2. Questions/Comments received by Election committee from voters. 3. Election Committee membership – 2010. 4. SRA Election Committee (EC) letter to membership seeking EC Candidates including length of service, staffing process, final version of letter, mailing. 5. Election Committee Confidentiality Statement final version, retention period and location, new member signing. 6. Ballot packet included as part of annual meeting packet with same return envelope used for proxy and ballot.
April 28, 2010
Committee Members: Richard Arnold, Pat Kingshott and Dard Price (absent) Staff in Attendance: Debbie Smith, SRA Executive Director and Minute-Taker Guests in Attendance: None Confirmation of Quorum: Two members were present. Pat Kingshott called the meeting to order at 9:05 a.m. The April 14, 2010 report was approved. A copy of future reports will continue to be emailed to the SRA Board of Directors for their review so that the reports can be posted to the SRA website in a timely manner. Review Current Agenda - Meeting will be from 9:00AM to 10:30AM. 1. Election Committee Candidates for 2010 Actions: · Review candidate applications received. There have been no candidates to date in response to the letter dated April 20, 2010 from Paul Barlock, SRA President. · Determine next steps for recruiting new member. Richard will attend the April 30, 2010 SRA Board meeting and ask for the Board’s assistance in seeking a new member. Pat and Richard will also speak to community members to see if they are interested in submitting their name for candidacy to serve on the EC. 2. Election Process Timeline and Tasks Actions: · Review first year timeline and tasks as presented at January 6, 2010 meeting and develop process to be used annually for the election of directors to the SRA Board. The initial development process has been completed and the timeline has been refined. · Review and refine timeline document. In regard to attaching an example document to the timeline, Debbie was asked to review all forms used last year to ensure that none have been overlooked. · Approve election process and timeline document and incorporate as part of EC procedures manual. Tabled until the next meeting. 3. Ballots Actions: · Revise SRA ballot to include notification to membership of required EC confidentiality regarding voting process. The revisions have been made. · Finalize ballot format and content, including wording about EC confidentiality statement. The ballot has been finalized. The ballot color will be lilac (light purple). The final ballot will be dated April 28, 2010 so that there is no confusion as to when the ballot was finalized. 4. Letter to Membership Seeking Director Candidates for 2010 Actions: · Review wording of first and second letters to membership in 2009 and draft wording for letter to be used in 2010. Debbie was asked to send the EC the letters from last year dated June 12, 2009 and July 6, 2009 for review. The EC will make necessary revisions prior to the next committee meeting. 4.5 Letter and Application to Candidates. Actions: · Review wording of letter and application to candidates. Debbie was asked to send the EC letter dated July 8, 2009 and the application to the members for review. 5. 2009 Election Process After Action Report Actions: · Develop document of recommended actions to facilitate future SRA elections. The document is under development. A new section called: Pros, Cons and Recommendations will be added to the document. EC members will add their comments to each of the sections. · Prepare document of actions to be presented to SRA Board of Directors. The document is under development and will be presented to the Board in June. 6. Date for next EC Meeting. The next meeting will be held on May 10, 2010 at 9:00 a.m. 7. Adjournment. The meeting adjourned at 10:55 a.m. Agenda items for a future meeting · Review Process for announcing winners · Develop and approve Election Committee procedures manual · Welcome and orient new Election Committee member · Initiate process for 2010 election of four (4) directors Completed agenda items from prior meeting 1. Define Candidate nomination and voting procedure at Annual meeting 2. Questions/Comments received by Election committee from voters 3. Election Committee membership - 2010 4. SRA Election Committee (EC) letter to membership seeking EC Candidates including length of service, staffing process, final version of letter, mailing 5. Election Committee Confidentiality Statement final version, retention period, location, new member signing 6. Ballot packet included as part of annual meeting packet with same return envelope used for proxy and ballot April 14, 2010Committee Members: Richard Arnold, Pat Kingshott and Dard Price (absent) Staff in Attendance: Debbie Smith, SRA Executive Director and Minute-Taker Guests in Attendance: None Confirmation of Quorum: Two members were present. Pat Kingshott called the meeting to order at 9:10 a.m. The January 6, 2010 report was approved. A copy of future reports will continue to be emailed to the SRA Board of Directors for their review so that the reports can be posted to the SRA website in a timely manner. Review Current Agenda - Meeting will be from 9:00AM to 10:30AM. 1. SRA Election Committee (EC) letter to membership seeking EC Candidates Actions:
2. Election Committee Confidentiality Statement Actions:
3. Election Process Timeline and Tasks Actions:
4. Ballots Actions:
4.5 Revise and approve board candidate letter. The letter will be reviewed and revised next month. 5. 2009 Election Process After Action Report Actions:
Unless the governing documents specify a different percentage, a quorum is present throughout any meeting of the association if the owners to which thirty-four percent of the votes of the association are allocated are present in person or by proxy at the beginning of the meeting. [1995 c 283 § 8.]
6. Date for Next EC Meeting. The next meeting will be held on April 28, 2010 from 9:00 a.m. to 11:00 a.m. 7. Adjournment. The meeting adjourned at 10:55 a.m. Agenda items for a future meeting
Completed agenda items from prior meeting Define Candidate nomination and voting procedure at Annual meeting Questions/Comments received by Election committee from voters Election Committee membership - 2010 January 6, 2010Committee Members: Richard Arnold, Pat Kingshott and Dard Price (absent) Staff in Attendance: Debbie Smith, SRA Executive Director and Minute-Taker Guests in Attendance: None Confirmation of Quorum: Two members were present. Richard Arnold called the meeting to order at 9:12 a.m. Pat Kingshott will chair future meetings in 2010. The December 9, 2009 report was approved. A copy of future reports will continue to be emailed to the SRA Board of Directors for their review so that the reports can be posted to the SRA website in a timely manner. 1. Recap of 2009. Timelines are outlined as follows:
· March 13 – Memo to the SRA Board of Directors from the Transition Committee which included the following. Outlined the SRA Election Process dated March 5, 2009. Draft letter to the SRA membership requesting candidates to serve on the EC. Once the EC information is finalized; post the qualifications, service and duties to the SRA web site (similar to the posting of the CC&Rs, Bylaws, etc.). During the April Board meeting, a list of candidates will be provided to the Board of Directors for their review; and after review, the Transition Committee requested that the Board appoint not less than three (3) nor more than five (5)members to the EC.
2. Review Items. i. Bylaws – remain the same in 2010 and then review for possible changes in 2011. ii. Consider electing three (3) new board members each year rather than five (5) one year and four (4) the next year. iii. Pat agreed to review and revise the March 27 letter to the SRA membership seeking Election Committee (EC) members. Once revised, the letter will be sent to the EC members and once finalized it will be forwarded to the SRA Board of Directors for review. iv. The EC is responsible for recruiting new members and the recruitment process will be reviewed. v. Process by which the Board of Directors approves new EC members. vi. Recruitment process for candidates – EC will seek candidates and ask for help from the Board of Directors. Review and reword the July 6, 2009 letter. vii. Candidate guidance letter of July 28, 2009 will be reviewed. viii. Suggestion from the October 24, 2009 annual meeting; list of questions for all candidates to answer; hold a “meet the candidates” meeting? ix. Ballot mailing procedures. The separate mailing from the Annual Meeting (AM) packet was okay for the first year.
Questions: Ø Send with AM packet in 2010? Ø “Secret ballot” in 2010? Ø Revise ballot to state there is a confidentiality statement in place for EC members? Ø How to identify votes on the ballot, i.e., assessable units. Change assessable unit to one (1) vote per property? Ø Review voting package – envelopes and ballot. If included with AM package, this package includes a post-paid return envelope for the proxy. Ø Listing of candidate names – alphabetical or drawn? Ø Review Summary: Package; Measure for vote; Confidentiality of ballot x. Tally process – count as ballots are received or after the Annual Meeting? xi. Overall expenses in 2009 were $2,797. xii. The Washington State Homeowners Association Law Quorum requirement is 34%. Talk to the Board of Directors about reducing the SRA Quorum requirement of 50%? This would require an amendment to the Covenants, Conditions and Restrictions (CC&Rs) xiii. Must be in “Good Standing” to vote? 3. Closing Comments. · Overall a job well done with a few “bumps” along the way. · The Election Committee worked well together. · The process worked well for the first election of SRA Board members. · Present case stronger in letters to the membership. · Error in first tally process – not upsetting to the membership. · Debbie thanked the EC for their time and dedication – “great job”! 3. Schedule the next meeting. The next meeting will be held on Wednesday, April 14 at 9:00 a.m. 4. Adjournment: The meeting adjourned at 11:00 a.m. Agenda items for a future meeting · Review Items listed above Completed agenda items from prior meeting Contacting Board Members, Candidates and the SRA membership with election results Confidentiality Statement December 9, 2009
Committee Members: Richard Arnold, Pat Kingshott and Dard Price (absent) Staff in Attendance: Debbie Smith, SRA Executive Director and Minute-Taker Guests in Attendance: None Confirmation of Quorum: Two members were present. Richard Arnold called the meeting to order at 9:00 a.m. The December 1, 2009 report was approved. A copy of future reports will continue to be emailed to the SRA Board of Directors for their review so that the reports can be posted to the SRA website in a timely manner. 1. Ballot Count. In follow up to the December 1 meeting, the remaining ballots were counted. For the sake of accuracy, candidates who were very close in assessable units were recounted and found to be correct. The following candidates were elected to the Semiahmoo Resort Association (SRA) Board of Directors for the term of 1/1/10 to 12/31/11.
2. Communication to the candidates and SRA membership announcing newly elected Board members. · Each candidate will be contacted by an Election Committee member announcing the election results. · An email will be sent to the current Board of Directors announcing the election results. · An SRA Email News will be sent to the membership announcing the election results. A letter will be sent with the October 24 Annual meeting minutes to the entire SRA membership announcing the election results. 3. Confidentiality Statement. In follow up to last week’s meeting, Transition Committee Chairman Doug Todoroff reviewed the confidentiality statement and found it acceptable. Richard and Pat each signed the approved confidentiality statement. Dard will sign upon his return. Debbie Smith, SRA Executive Director, also signed the confidentiality statement. 4. Schedule the next meeting. The next meeting will be held on Wednesday January 4, 2010 at 9:00 a.m. 5. Adjournment: The meeting adjourned at 10:45 a.m. Agenda items for a future meeting · Review 2009 Election Committee procedures - what went right/what went wrong · Develop Election Committee procedures manual (Debbie will prepare) · Review By-laws in reference to Election Committee procedures · Review CC&Rs in reference to Election Committee procedures Completed agenda items from prior meeting Define Candidate nomination and voting procedure at Annual meeting Review Process for announcing winners Questions/Comments received by Election committee from voters Election Committee membership - 2010 December 1, 2009
Committee Members: Richard Arnold, Pat Kingshott and Dard Price (absent) Staff in Attendance: Debbie Smith, SRA Executive Director and Minute-Taker Guests in Attendance: None Confirmation of Quorum: Two members were present. Richard Arnold called the meeting to order at 9:00 a.m. The November 17, 2009 report was approved. A copy of future reports will continue to be emailed to the SRA Board of Directors for their review so that the reports can be posted to the SRA website in a timely manner. 1. Ballot Count. Approximately 125 ballots were counted. The final count will take place on December 9. 2. Communication to the candidates and SRA membership announcing newly elected Board members. · Each candidate will be contacted by an Election Committee member announcing the election results. · An email will be sent to the current Board of Directors announcing the election results. · An SRA Email News will be sent to the membership announcing the election results. A letter will be sent with the October 24 Annual meeting minutes to the entire SRA membership announcing the election results. 3. Confidentiality Statement. Richard’s draft statement was reviewed and modified. Debbie was asked to make the revisions and send the draft to the committee members for review. Once she hears back from each member, the statement will be sent to Doug Todoroff, Transition Committee Chairman, for his review and comment. Once finalized, each committee member and the SRA Executive Director will sign the statement. 4. Schedule the next meeting. Richard and Pat will meet on Wednesday, December 9 at 9:00 a.m. to count ballots. Dard will be out of town. 5. Adjournment: The meeting adjourned at 10:45 a.m. Agenda items for a future meeting · Review Process for announcing winners · Review 2009 Election Committee procedures - what went right/what went wrong · Develop Election Committee procedures manual · Review By-laws in reference to Election Committee procedures · Review CC&Rs in reference to Election Committee procedures Completed agenda items from prior meeting Define Candidate nomination and voting procedure at Annual meeting Questions/Comments received by Election committee from voters Election Committee membership - 2010 November 17, 2009
Committee Members: Richard Arnold, Pat Kingshott and Dard Price
Staff in Attendance: Debbie Smith, SRA Executive Director and Minute-Taker
Guests in Attendance: None
Confirmation of Quorum: All three members were present.
Richard Arnold called the meeting to order at 9:00 a.m.
The October 5, 2009 report was approved. A copy of future reports will continue to be emailed to the SRA Board of Directors for their review so that the reports can be posted to the SRA website in a timely manner.
Richard reviewed the agenda.
1. Review ballot counting procedures. · An Election Committee member will open the envelopes. · Ballots will be sorted and then alphabetized. · A database was created to tally the ballots per assessable unit. · Once recorded, the ballot will be stamped “Entered” with the date it was entered in the database and the assessable unit(s) will be marked on the ballot. · Verification of the count will be based on the outcome of votes.
2. Test ballot-counting procedures. Approximately 185 ballots were counted which took about two (2) hours.
3. Records retention. · Ballots will be retained for three (3) years. · A paper back-up tally will be kept on file in a locked filing cabinet in the SRA office. · The current SRA back-up system will be used. The Board of Directors may be asked to review a new off site back-up system in the future.
4. Confidentiality Statement. Richard said there have two or three inquires on confidentiality. He spoke to the SRA attorney and was told that the Election Committee can sign a confidentiality statement. Richard is currently awaiting a copy of the St. Joseph Hospital confidentiality statement to use as a model for the Election Committee. Once drafted, Richard will be provided a copy to the committee for review. 5. Schedule the next meeting. Richard and Pat will meet on Tuesday, December 1 and Wednesday, December 9 at 9:00 a.m. to count ballots. Dard will be out of town.
6. Adjournment: The meeting adjourned at 11:10 a.m.
Agenda items for a future meeting · Review Process for announcing winners · Review 2009 Election Committee procedures - what went right/what went wrong · Develop Election Committee procedures manual · Review By-laws in reference to Election Committee procedures · Review CC&Rs in reference to Election Committee procedures
Completed agenda items from prior meeting Define Candidate nomination and voting procedure at Annual meeting
Questions/Comments received by Election committee from voters
Election Committee membership - 2010
October 5, 2009Committee Members: Richard Arnold, Pat Kingshott and Dard Price Staff in Attendance: Debbie Smith, SRA Executive Director and Minute-Taker Guests in Attendance: None Confirmation of Quorum: All three members were present. Richard Arnold called the meeting to order at 1:30 p.m. The September 3, 2009 report was approved. A copy of future reports will continue to be emailed to the SRA Board of Directors for their review so that the reports can be posted to the SRA website in a timely manner. Richard reviewed the agenda. 1. Develop ballot counting procedures. Review ballot count to date. There are currently 811 assessable units accountable for those who have cast ballots. Richard and Pat will count the ballots on November 2nd at 9:00 a.m. Actions to take if no quorum. Send SRA Email News, post a notice on each neighborhood gate, and talk to neighbors. A postcard will also be sent to those who have not voted to remind them to send in their ballot and or proxy. Process for announcing winners. Each winner/loser will be called by the Election Committee. An SRA Email News will be sent, along with an announcement with the Annual Meeting minutes. 2. Define Candidate nomination and voting procedure at Annual Meeting. Letter to Association with Annual meeting materials. Completed on September 23rd. Process if a nomination. The Committee has asked the Board to place “Candidate Nominations” on the October 24 agenda. As stated in the Bylaws: “In order for a nomination from the floor to stand, a floor-nominated candidate’s qualifications must be able to be verified prior to the casting of votes, with qualifications and supporting documents submitted to the Association at least 48 hours prior to the nomination being made. Nominations from the floor must receive two seconds.” SRA President Paul Barlock will be made aware of the process in advance of the October 24th meeting. In the event that an owner wishes to retrieve his/her ballot, the ballots will be alphabetized for easy retrieval, and Pat will be at the meeting to handle the retrieval process. Process if no nomination. President Barlock will be notified in advance of the October 24th meeting. The agenda will include a report from the Election Committee. 3. Questions/Comments received by Election Committee from voters. Richard will contact a community member to follow up on comments that the Executive Director received. Determine what, if any, actions to take or recommend. President Barlock will be notified of the comments that were made that are not in the Bylaws such as the need to attend at least 10 Board meetings and candidates should be interviewed by the Election Committee to see if they meet the qualifications to run for the Board. Identify who is to respond to questions at the Annual Meeting. President Barlock or Pat Kingshott. 4. Election Committee membership - 2010. Outcome of SRA Board meeting on September 15th. During this meeting, the Board expressed their confidence in the work that the Committee is doing. The Election Committee is discussing the need for adding members to the committee in 2010 to provide continuity into 2011, once the current members complete their terms. The committee can have up to five (5) members. Review 2009 recruitment procedures – what went right/what went wrong. Deferred until the next meeting. Define 2010 recruitment procedures. Deferred until the next meeting. 5. Schedule the next meeting. The next meeting will be held on November 17, 2009 at 9:00 a.m. 6. Adjournment: The meeting adjourned at 3:15 p.m. Agenda items for a future meeting Develop Election Committee procedures manual Review Bylaws in reference to Election Committee procedures Review CC&Rs in reference to Election Committee procedures Completed agenda items from prior meeting 1. Update on status of printing the ballot, envelopes and candidate picture & bio 2. Candidate withdrawal letter 3. SRA Board - August meeting 4. Quorum for voting - review Bylaws 5. Assembly of Ballot & Candidate Introduction “letter” September 3, 2009Committee Members: Richard Arnold, Pat Kingshott and Dard Price Staff in Attendance: Debbie Smith, SRA Executive Director and Minute-Taker Guests in Attendance: None Confirmation of Quorum: All three members were present. Richard Arnold called the meeting to order at 1:30 p.m. The August 7, 2009 report was approved. A copy of future reports will continue to be emailed to the SRA Board of Directors for their review so that the reports can be posted to the SRA website in a timely manner. Richard reviewed the agenda. 1. Update on status of printing the ballot, envelopes and candidate picture & “bio”. The final ballot (copied on lilac paper) and candidate picture with “bio” have been copied and are ready for mailing. Debbie will pick up the set of ballot envelopes on September 8. 2. Candidate withdrawal letter. The committee finalized the draft letter. Richard signed a letter to one candidate who withdrew her name. 3. SRA Board - August meeting. The SRA Board of Directors continues to look into the matter of having a Semiahmoo Resort representative on the Board. During the August 25, 2009 SRA Board of Directors meeting, Doug Todoroff reported that the Elections Committee is doing a great job. 4. Quorum for voting - review Bylaws. The Bylaws do not specifically address a quorum for voting for candidates. The Election Committee discussed the issue and agreed to use the quorum standard that the budgeting process uses, which is 50% plus one (1) vote. 5. Assembly of Ballot & Candidate Introduction “letter”. Determine in what sequence all pieces will be collated. Debbie provided a sample to the Committee which they found acceptable and approved. Identify persons who will perform assembly. All committee members will gather on September 10 at 1:00 p.m. Dard said that his wife, Terry, would be happy to assist. Mailing procedures - multiple votes per person. The ballot was modified as follows: “For Owners With Multiple Properties”; and “Your vote will be multiplied by ___, the number of properties you own”. 6. Develop ballot counting procedures. · Debbie will receive the mail and sort the envelopes addressed to the Election Committee and will then contact Pat. The envelopes will be kept in a locked filing cabinet in Debbie’s office. · Pat will come to Debbie’s office, open and discard the outer envelope, and record the information from the Signature Envelope. The unopened Signature Envelope will then be placed back in the locked filing cabinet until the October 24 Annual Meeting. If owners wish to retrieve their Signature Envelopes before or during the Annual Meeting, a member of the Election Committee will return it to them (thus the reason for not opening the Signature Envelope). · Debbie will email Richard and Dard while Pat is traveling (September 19, returning on October 3) to keep them apprised as to how many ballots are received. · Richard and Pat will count the ballots on November 2. Further discussion on this agenda item will occur at the next Election Committee meeting. 7. Define candidate nomination and voting procedures at Annual Meeting. The Committee will ask the Board to place “Candidate Nominations” on the October 24 agenda. As stated in the Bylaws: “In order for a nomination from the floor to stand, a floor-nominated candidate’s qualifications must be able to be verified prior to the casting of votes, with qualifications and supporting documents submitted to the Association at least 48 hours prior to the nomination being made. Nominations from the floor must receive two seconds.” Further discussion on this agenda item will occur at the next Election Committee meeting. 8. Schedule the next meeting. The next meeting will be determined on September 10, after the Committee members finish assembling the envelopes for the ballot mailing on September 15. 9. Election Committee membership - 2010 The Election Committee is discussing the need for adding members to the committee in 2010 to provide continuity into 2011, once the current members complete their terms. The committee can have up to five (5) members. Richard nominated Pat to serve as Chairman of the Election Committee in 2010 with Dard seconding. Motion carried. Pat abstained. A recommendation to provide for this continuity will be drafted at the next Election Committee meeting and forwarded to the SRA Board. 9. Adjournment: The meeting adjourned at 3:15 p.m. Completed agenda items from prior meeting: · Review status of candidate submission of biography & picture taking by SRA staff. Debbie updated the applicant report and provided status. · Ballot Forms Determined size, color and any information to be printed on each envelope. Determined instructions that will be provided for vote casting. · Candidate Introduction Determined format of the Candidate Introduction “letter” to Association.
August 7, 2009Committee Members: Richard Arnold, Pat Kingshott and Dard Price Staff in Attendance: Debbie Smith, SRA Executive Director and Minute-Taker Guests in Attendance: None Confirmation of Quorum: All three members were present. Richard Arnold called the meeting to order at 1:00 p.m. The July 22, 2009 report was approved. A copy of future reports will continue to be emailed to the SRA Board of Directors for their review so that the reports can be posted to the SRA website in a timely manner. Richard reviewed the agenda. 1. Review status of candidate submission of biography and picture taking by SRA staff. Debbie was directed to send a reminder email to those candidates who have not submitted their information to do so by August 11 (picture taken) and by August 12 (biography). If an applicant chooses not to submit a biography or picture, only their name will be listed on the candidate introduction page. If special circumstances arise, Debbie was asked to contact Richard for assistance. 2. Ballot Forms and Envelopes. · After receiving input from the Committee for ballot content, Debbie was asked to email a draft for their review. · The size and information to be printed on each envelope was determined as; #6 ¾ Ballot Envelope; #9 Signature Envelope; #10 Return Envelope; and; #11 Outer Mailing Envelope. Debbie will contact Office Depot and ask how much lead time is needed for printing. · A determination will be made before the ballots are mailed on how many ballots and envelopes will be supplied to property owners who have multiple properties. 3. Candidate Introduction. The format of the candidate introduction and photo will be in black and white; two (2) candidate’s per page, listed alphabetically and double sided. There are 10 candidates, thus three sheets of paper will be used. The candidate introduction pages will be mailed on September 15, along with a ballot and envelopes (as listed above). 4. Assembly of Ballot and Candidate Introduction.
5. Develop ballot counting procedures. Deferred until the next meeting. 6. Define candidate nomination and voting procedures at Annual Meeting. Deferred until the next meeting. 7. Schedule the next meeting. The next meeting will be held on Monday August 31, 2009 at 1:30 p.m. Agenda topics to include: · Semiahmoo Resort representative on the SRA Board of Directors (the current representative is Brett Eaton, Director of Golf – Semiahmoo Golf & Country Club). · Quorum for voting – review Bylaws. 8. Adjournment: The meeting adjourned at 2:30 p.m. Completed agenda items from prior meeting:
July 22, 2009Committee Members: Richard Arnold, Pat Kingshott and Dard Price
Staff in Attendance: Debbie Smith, SRA Executive Director and Minute-Taker
Guests in Attendance: None.
Confirmation of Quorum: All three members were present.
Richard Arnold called the meeting to order at 9:00 a.m.
The July 6, 2009 report was approved. A copy of future reports will continue to be emailed to the SRA Board of Directors for their review so that the reports can be posted to the SRA website in a timely manner.
Richard reviewed the agenda.
1. Recruiting Alternatives & Review of Applications for SRA Board Candidacy Review Applications: Seven (7) applications were reviewed and accepted. Members were assigned to contact the applicants. Review of report on pending applications and determine any further recruiting requirements. The number of applications (11) received from qualified candidates meets the Committee's objective. No further recruiting is required.
2. Introducing Candidates to the Membership Define process; create letter or form of instruction on the process for candidates. Dard agreed to draft a letter for the committee to review that will be sent to all of the applicants. Topics to include: Past organizational involvement, reason for seeking election, and any other information the applicant believes relevant to his/her candidacy. Formatting of the biography will be a half page in Word using a font size of 12. The SRA staff will take a photograph of each candidate for the bio. Each candidate will be asked to submit their bio via email. Review SRA Bylaws (signs, soliciting, etc.) and Washington State Revised Code of Washington (RCW) on signage. Define campaigning rules, letter or form on the rules to candidates. The candidates will be reminded that throughout the election process they must adhere to Community Rules #21 and #25 that apply to campaigning.
3. Establish Timelines August 12: Candidates statement (biography) and photograph due by 4:00 p.m. The photograph needs to be taken no later than August 11.
Establish Timelines (continued) September 15: Introduction materials and ballot mailed to association members October 24 (Annual Meeting date): Last day ballots can be returned by association members November 1: Election results – announce winners.
4. Ballot Forms - Deferred to the next meeting.
5. Association Member Voting Procedures - Deferred to the next meeting. Ballot mailing procedures and ballot counting procedures Candidate nomination and voting procedures at Annual Meeting
6. Schedule next meeting: The next meeting will be held on Friday, August 7, 2009 at 1:00 p.m.
7. Completed agenda items from prior meeting
8. Adjournment: The meeting adjourned at 10:45 a.m. July 6, 2009Committee Members: Richard Arnold, Pat Kingshott and Dard Price Staff in Attendance: Debbie Smith, SRA Executive Director and Minute-Taker Guests in Attendance: None. Confirmation of Quorum: All three members were present. Richard Arnold called the meeting to order at 9:00 a.m. The June 29, 2009 report was approved. A copy of the May 28 and June 29 reports will be emailed to the SRA Board of Directors for their review so that the reports can be posted to the SRA website in a more timely manner (in advance of the Board’s July 28, 2009 meeting). Richard reviewed and revised the agenda. 1. Recruiting Alternatives: Pat’s email to the SRA Board of Directors dated July soliciting their help in seeking candidates was noted. Committee members will be contacting residents in the community after the July 6 letter is sent to see if they are interested in submitting their name for candidacy. 2. Introducing Candidates to the Membership: Each candidate will be asked to submit via email, a 100 word (or less) biography stating their qualifications to serve on the Board, along with a Passport sized photograph. Deadline for submission is August 7. Debbie was asked to create a form that outlines the introduction requirements. Once all of the biographies and photographs have been received they will be published in an upcoming edition of the Community Courier newsletter (anticipated during the first or second week of September). The biographies and photographs will also be posted to the SRA Web site. Once the posting is complete, an SRA Email News will be sent notifying the membership that the candidate’s information is available for review on the Web site. 3. Ballot Forms: A motion was made and seconded to send the ballots via a separate mailing from the Annual meeting packet. Motion carried. Debbie was asked to obtain postage costs for this mailing which will include a total of four (4) envelopes. The committee will work on drafting a ballot form (using ideas from the Birch Bay Village ballot form). The form will be reviewed at the next meeting. The agenda for the next meeting will include an item for ballot instructions and distribution of ballots to the Association. An additional item will be determination of the elections procedure at the Annual meeting as defined in the Bylaws. 4. Review Applications for SRA Board of Director Candidacy: One application was reviewed and accepted. Pat will call the candidate to thank them for applying. 5. Review SRA Web Site - Election Information: The committee reviewed the Web site information and found it acceptable. 6. Follow up to letter of June 12, 2009 to the membership announcing that the Election Committee is accepting candidates for the Board of Directors: The letter was sent to the SRA Board of Directors for their information. The final draft dated July 6 was approved and signed by the committee. The letter will be mailed to the membership on July 6. 7. Review Washington HOA on Campaign Signage: Further discussion will take place once the Washington Homeowners Association Law RCW has been reviewed. Deferred until the next meeting. 8. Review Birch Bay Village and Sudden Valley Community Association Materials: These materials were reviewed. Refer to Number 3. 9. Establish Timelines. Ongoing topic. 10. Schedule next meeting: The next meeting will be held on Monday July 20, 2009 at 2:00 p.m. 11. Adjournment: The meeting adjourned at 10:50 a.m. June 29, 2009Committee Members: Richard Arnold, Pat Kingshott and Dard Price Staff in Attendance: Debbie Smith, SRA Executive Director and Minute-Taker Guests in Attendance: None. Confirmation of Quorum: All three members were present. Richard Arnold called the meeting to order at 9:00 a.m. The May 28, 2009 report was approved. A copy will be forwarded to the SRA Board of Directors for their review on July 28, 2009. Richard reviewed and revised the agenda. 1. Review Applications for SRA Board of Director Candidacy: One application was reviewed and approved. Dard will call the candidate to thank them for applying. Application Packet: Debbie will prepare packets for each committee member. 2. Review Application Evaluation Form: The draft form was revised and completed. 3. Follow up to letter of June 12, 2009 to the membership announcing that the Election Committee is accepting candidates for the Board of Directors: The committee prepared a second letter to the membership which includes qualifications and noting that this is the first election for the SRA. This letter will be sent to the SRA Board of Directors for their information. Establish mail date: The letter will be mailed on July 7, 2009. 4. Recruiting Alternatives: The committee will solicit help from the SRA Board of Directors in seeking candidates. Pat agreed to draft an email to the Board which will be reviewed by the committee prior to sending. 5. Introducing Candidates to the Membership: Deferred until the next meeting. 6. Review Washington HOA on Campaign Signage: Further discussion will take place once the Washington Homeowners Association Law RCW has been reviewed. 7. Review Birch Bay Village and Sudden Valley Community Association Materials-defer to next meeting if agreed to by members: Deferred until the next meeting. 8. Establish Timelines. Deferred until the next meeting. 9. Schedule next meeting: The next meeting will be held on Monday July 6, 2009 at 9:00 a.m. 10. Adjournment: The meeting adjourned at 10:50 a.m. May 28, 2009Committee Members:
Richard Arnold, Pat Kingshott and Dard Price May 22, 2009Committee Members: Richard Arnold, Pat Kingshott and Dard Price Staff in Attendance: Debbie Smith, SRA Executive Director and Minute-Taker Guests in Attendance: None. Confirmation of Quorum: All three members were present. 1. Richard Arnold called the meeting to order at 9:00 a.m. 2. Introductions: Each member spoke briefly of where they live, and how long they have lived at Semiahmoo. 3. Richard reviewed the agenda. He then gave an overview; and told the members that the Transition Committee is comprised of: Doug Todoroff, Chair; Rod McCallum, Mike Lancaster; and; himself. 4. Announce that the Election Committee is accepting candidates for the Board of Directors: The members discussed this topic and said that attending a future Ladies Club luncheon and the Men’s Breakfast meeting may be an avenue for recruiting candidates. 5. Task - Letter to membership: Each member will review the first draft and make revisions for committee review on May 28, 2009. Doug Todoroff will then be asked to review the final draft. The goal is to mail the letter to the membership by June 24, 2009. 6. Remaining procedures for election process: The goal is to identify candidates by July 24, 2009. Debbie was asked to check the Community Rules as it relates to procedures for candidate campaigning. She will forward her findings to the committee members. The members agreed to review the first draft of the candidate package. The materials will be reviewed at the next meeting. 7. Review Birch Bay Village and Sudden Valley Community Association Materials: The members agreed to review this information prior to the next meeting. 8. Establish Timelines: This topic will be discussed further during upcoming meetings. 9. Adjournment: The meeting adjourned at 10:15 a.m. The next meeting is schedule for May 28, 2009 at 1:30 p.m.
|
|
Send mail to
webmaster@semiahmooresortassociation.com with
questions or comments about this web site.
|
