Board of Directors > Elections > Election Procedures
Tahoe Donner Association
2014 Board of Director Election Procedures
Download a PDF copy of the procedures 2014 Director Election Procedures.
February 22 The board approves the 2014 election procedures, appoints the Inspector of Election, authorizes the engagement of an accountancy firm (subject to ratification by Inspector of Election) for ballot counting services, and establishes May 1, 2014 as the record date for this election.
March Along with their March statement of account, owners with outstanding amounts due to the association are sent notice of the pending suspension of their membership rights, to include voting rights, by board action on April 26, 2014, to become effective as of May 1, unless full payment is received by May 1. Owners are also advised of their right to a hearing before the board regarding the suspension. Such request must be received by April 25, 2014, and the hearing would be held on April 26, 2014.
April 1 Candidacy applications will be made available in the Member Services office at Northwoods Clubhouse.
April 26 The board of directors approves the pending suspension of membership rights for failure to pay outstanding amounts due the association (assessments, fines, etc.) or for failure to comply with a duly issued corrective-action requirement. (Member hearings, if any, will be conducted at this time.)
May 1 Deadline for submittal of application for candidacy, proof of ownership (copy of recorded deed), and conflict of interest statement. Close of applications is 4 p.m.
May 1 Elections Committee and staff meet to verify the eligibility of those candidates whose applications were received in a timely manner, and candidates are advised as to their qualifications to run.
Candidates are invited to submit a candidate’s statement (not to exceed two 8.5- by 11-inch pages), which will be mailed, as submitted, to the membership along with the election ballot. Candidates’ statements shall only be reviewed for compliance with the size limitation—no review of content shall be performed, and the association shall not be liable for their content. If any statement received fails to comply with the size limitation, the author is advised that such statements will not be accepted.
May 8 Candidates’ statements must be received at the Member Services office no later than 4 p.m. No electronically transmitted (facsimile, e-mail, etc.) statements will be accepted, except for those transmitted via e-mail in pdf format to email@example.com.
May 24 As provided by Article VII, Section 5 (d) of the Amendments to the Restated Bylaws, if two, but no more than two, eligible candidates have submitted their timely applications for the two available seats, the board of directors declares those candidates elected and the director election concluded.
June 7 Candidates’ Night at Northwoods Clubhouse, 7 to 9 p.m. (Note: Only candidates who have formally filed and been certified are eligible to appear on the dais or otherwise act as a candidate at this forum.)
June 20 At 9 a.m., board convenes an open board meeting for the accountancy firm to commence tabulation of ballots. Personally delivered ballots shall be accepted and replacement ballots shall be available during this meeting until its adjournment at 5 p.m. ID is required to submit ballot in person.
June 20 Deadline for receipt of director election ballots mailed or personally delivered directly to the accountancy firm is 5 p.m.
June 22 The annual membership meeting will be held from 10 a.m. to noon. Personally delivered ballots are accepted at the annual membership meeting from 10 to 11:30 a.m., at which time voting in the director election shall conclude. Replacement ballots shall be available until the conclusion of voting. ID is required to submit ballot in person.
Prior to the conclusion of the meeting, the results of the election will be announced unless less than 25 percent of the eligible voters of the association (quorum requirement) have submitted valid ballots. In such case, the failure to achieve a quorum will be announced (but not the vote tally), and the meeting, along with the culmination of the election, will be adjourned to the following morning.
June 23 As a result of a failure to achieve the 25 percent quorum requirement, the annual membership meeting is reconvened at 10 a.m. at Northwoods Clubhouse for the purpose of concluding the annual election of directors in accordance with a reduced 15 percent quorum requirement.
The election results are announced and posted at Northwoods Clubhouse, and published in Tahoe Donner News, following certification by the Inspector of Election.
Contents of Election Package:
Article IV, Section 6(e) of the Restated Bylaws requires that the ballots used in the Director election, at a minimum, indicate the names of the candidates determined eligible by the Elections Committee, provide space to vote for other (“write-in”) candidates, and indicate the time by which the ballot must be received in order to be counted. Ballots are to be accompanied by the Candidates’ Statements.
Article IV, Section 6(g) requires that, at a minimum, the election package also must indicate the number of responses needed to satisfy the quorum requirement for a valid election, the time by which the ballot must be received in order to be counted, and the address for return of the ballot in person or by mail. If the balloting period is to be extended in the event of a failure to achieve the required quorum, this must also be indicated in the balloting materials.
The Restated Bylaws further provide that returning a ballot marked to be counted toward the quorum requirement only is permitted, that no cumulative or proxy voting is permitted, and that the Board may impose additional rules that are reasonably intended to ensure the secrecy of, and absence of voting irregularities in, the election. Toward this end, and while ballots shall not be marked by the Association with any identifying information, the outer return envelope provided in the election package shall be marked with the name and address of the Record Owner and the designation (unit/lot) of the Separate Interest owned. Owners returning ballots in person will be required to present identification. No electronically transmitted (facsimile, e-mail, etc.) ballots will be accepted.
Methods of Voting:
To be acceptable, the Director-election ballot shall be marked to indicate no more than one vote being cast for one candidate. Ballots solely marked to indicate that it is to be counted toward the quorum requirement only are also acceptable.
Further, the outer envelope in which ballots are returned must, at the very least, indicate the Owner’s name and the Tahoe Donner property which the ballot represents, and must be signed by the Owner in order for the ballot to be acceptable.
Once marked and folded, the ballots must be inserted into an envelope that is then sealed; this envelope is then inserted into a second envelope that is then sealed and upon which is indicated the Owner’s name and the Tahoe Donner property being voted, and includes the Owner’s signature.
Director-election ballots may then be mailed to the accountancy firm, but must be received no later than 5 p.m., June 20, 2014, in order to be counted. Such ballots may also be personally delivered to the accountancy firm, but must meet the same deadline for receipt. Ballots may also be delivered to the special board meeting on June 20, 2014, between 9 a.m., and 5 p.m., or to the Annual Membership Meeting; in either case, the ballot must be personally delivered by an owner of the property represented by the ballot. At the Annual Membership Meeting, on June 22, 2014, ballots will be accepted between 10 and 11:30 a.m. Replacement ballots will be available until the conclusion of voting at 11:30 a.m.
All ballots will be verified, opened and tallied by the accountancy firm under the supervision of the Inspector of Election, whose decision as to the validity of any ballot will control. The content of each individual ballot will be kept confidential and all ballots will be retained, with the approval of the Inspector, by the accountancy firm for nine months following the election, at which time they shall be transferred to the Association and retained in a secure place for no less than one year from the date of the election. The tally of ballots counted will be kept confidential until the final election results are announced.
A Director-election recount may only be initiated by a candidate whose name appeared on the election ballot as distributed, or by the Board of Directors. A recount will only be performed if the difference between the number of votes cast for a successful candidate and the number cast for an unsuccessful one is less than twenty.
A candidate initiating a recount must post a $500 deposit with the Association at the time of the request. Should the results of the recount fail to alter the ultimate outcome of the election (the same candidates win), the initiator of the recount will be responsible for all costs associated with the recount, and the deposit will be applied toward those costs. If the recount results alter the election outcome, no such responsibility applies and the deposit will be refunded.
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