Election Procedures

Tahoe Donner Association 2017 Board of Director Election Procedures: Two Positions Open

Tahoe Donner’s board of directors is the governing body of the association and ultimately responsible for the direction and oversight of the affairs of the organization. The board is made up of unpaid volunteers from a variety of backgrounds, and is elected by the membership to act as representatives for the property owners of Tahoe Donner.

At the February 25 board meeting, the following election procedures were approved. Two positions are open for the 2017 board of director election. If you have the skills and qualifications to become a member of our board, please consider running for an elected seat. Applications will be available beginning March 31.

February 25: The board approved the 2017 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, 2017, as the record date for this election.

March 1: 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 22, 2017, 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 21, 2017, and the hearing would be held on April 22, 2017.

March 31: Candidacy applications will be made available in the Member Services office at Northwoods Clubhouse or electronically at electionscommittee@tahoedonner.com.

April 22: 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 nominations is 4 p.m. Hard copy applications are submitted to the Member Services office at Northwoods Clubhouse. Applications may also be submitted eletronically via e-mail, in PDF format only, to
electionscommittee@tahoedonner.com.

May 2: 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.

Candidates are also invited to attend the Candidates’ Information Forum on May 4 at Northwoods Clubhouse.

May 3: As provided by Article VII, Section 5 (d) of the Amendments to the Restated Bylaws, if two, but no more than two, eligible candidates has submitted their timely application for the two available seats, the board of directors declares those candidates elected and the director election concluded.

May 4: Candidates’ Information Forum at Northwoods Clubhouse, 2–4 p.m.

May 11: 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 electionscommittee@
tahoedonner.com.

June 17: Candidates’ Night at Northwoods Clubhouse, 7–9 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 22: Deadline for receipt of director election ballots mailed or personally delivered directly to the accountancy firm is 5 p.m.

June 23: 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. A photo ID is required to submit a ballot in person.

June 25: The annual membership meeting will be held from 10 a.m. to noon. Personally delivered ballots are accepted at the annual membership meeting from 10–11:30 a.m., at which time voting in the director election shall conclude. Replacement ballots shall be available until the conclusion of voting.  A photo 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 voting power of the association (quorum requirement) has 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 26: 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, distributed via member e-mail blast and published in Tahoe Donner News, following certification by the Inspector of Election.

We encourage you to be part of the 2017 Tahoe Donner board of directors election and hope that you plan to become informed and vote. Being involved in your homeowners association election means you have a proactive role in who makes up your board of directors, and thus in the policy-making. Remember, your vote is your voice!