Election Key Dates and Procedures

Nominations will be evaluated by the Elections Committee consistent with the Election and Voting Rules. The Elections Committee will confirm with the Association Accounting Department that the ownership documentation provided by the candidate is consistent with Accounting’s ownership records.

The Elections Committee will respond to each candidate by email within seven days of application submission, acknowledging receipt and confirming whether the candidate is eligible to run for the board. If a candidate is determined to be not eligible, the candidate will be provided with Internal Dispute Resolution procedures.

The Candidate Packet will include details about the following director election-related submissions/communications:

• Director Election Statement – which will be included in the ballot packet mailed to the members and posted on the Tahoe Donner Elections website.
• 2026 Director election-related personal website link for Tahoe Donner Elections website. Any other access to Association media authorized by the Board of Directors.
• Director Election Forum (a.k.a.,“Community Meeting”). Candidates will be asked to address the leading topic submissions by members.

MEMBER ADVOCATE VERIFICATION FORM AVAILABLE
Non-candidate members may advocate a point of view reasonably related to the 2026 Director Election via any of the following means:

• Submit a Director Election Statement that will go on tahoedonner.com/boardelections and in the Ballot Packet mailed to members.
• Provide additional director-election related materials (e.g., election-related personal website link/address and/or email link/address, color photo), if the Board of Directors authorizes such access to Association media.
• Speak at the June 2, 2026, Director Election Forum following the candidates.

To be eligible to participate in any of these ways, Member Advocates must submit a Member Advocate Verification Form, which will be available on the Tahoe Donner Elections website starting on March 6, 2026. The Elections Committee will receive the Member Advocate Verification Forms at electionscommittee@tahoedonner.com. Forms must be submitted electronically in PDF format. The deadline for submitting a Member Advocate Verification Form is 12PM on April 17, 2026.

Member Advocate Verification Forms will be evaluated by the Elections Committee consistent with the Bylaws Article III, Section 4. The Elections Committee will confirm with the Association Accounting Department that the ownership documentation provided by the Member Advocate is consistent with Accounting’s ownership records.

The Elections Committee will respond to the Member Advocate by email within seven days of verification form submission, acknowledging receipt and confirming whether or not the Member Advocate satisfies the eligibility requirements.

Pursuant to the Association Bylaws and Election and Voting Rules, if the acclamation requirements are met (same number of candidates or fewer than open positions), a board meeting /agenda item listing the director candidates’ names will be scheduled to consider the candidate elected by acclamation. A notice will be sent to members to inform them that this meeting/agenda item is scheduled. If applicable, the meeting at which the acclamation vote would occur would tentatively be on Friday, April 24 (agenda item at the regular April board meeting).

If acclamation requirements are not met, the Elections Committee meets to finalize the list of eligible candidates. It conducts a blind drawing of candidates’ names, which will determine the placement of candidates’ names on the ballot, candidate statements in the Ballot Packet, on all other communications, and at any election event.

The Elections Committee Chair notifies the Board of the list of candidates for election and validated Member Advocates.

The list of eligible candidates is communicated to members by email. This email will also contain the information required under the Election and Voting Rules to be sent to members at least 30 days before the ballots are mailed, including:

• Voter list verification/update procedures and deadline
• Due date and address/location for return of completed ballots
• Election meeting date, time and location
• Procedures if a quorum is not met

Tahoe Donner Senior Staff and Board member(s) are present at this meeting to provide information to the candidates and answer questions candidates have about serving on the Board, Association governance and management, Committees structure and functions, etc.

After the Director Candidate Information Session, if the candidates have questions for the Staff, the question(s) should be sent to the Elections Committee mailbox at electionscommittee@tahoedonner.com. The Elections Committee, in conjunction with Senior Staff, will identify the appropriate staff member to answer the question and respond to the candidate(s). Responses will be shared with all candidates. This process will ensure that all questions are answered accurately and shared with all candidates.

Each candidate and each verified Member Advocate may, but is not required to, submit a Director Election Statement that is reasonably related to the director election. The statements must be in PDF format and sent to electionscommittee@tahoedonner.com. The Director Election Statements will be included in the Ballot Packet mailed to members containing the official ballot and will be posted to the Tahoe Donner Elections website. The printed copies that go in the Ballot Packet will be in black and white.

• Full requirements are provided in the Election and Voting Rules Section 1B and include: Director Election Statements shall not, when printed, exceed two 8½” x 11″ pages. If the PDF statement exceeds two printed pages, the Director Election Statement will be deemed to be only the first two printed pages.
• When provided to members in the voter packet and on the Tahoe Donner Elections website, a disclaimer will be presented separately by the Association that “pursuant to California law, the Association is not permitted to edit or redact any content from the Director Election Statements. The author of each Director Election Statement, and not the Association, is responsible for the content of his or her Director Election Statement”.
• By submitting a Director Election Statement, all candidates and Member Advocates accept full responsibility for its content and agree to indemnify the Association and its agents and representatives for any and all damage arising from or related to any such content. It is each Member’s responsibility to confirm that his or her Director Election Statement was received by the Association.

Each candidate and each previously verified Member Advocate may, but is not required to, provide a URL to a personal website reasonably related to the election and his or her name and email address. Email this to electionscommittee@tahoedonner.com. If provided, the URL, name and email address will be posted to the Tahoe Donner Elections website.

Any previously verified Member Advocate who wishes to speak at the June 2 Director Election Forum must so notify the Elections Committee along with his or her name and contact information by email to electionscommittee@tahoedonner.com.

Any candidate or Member Advocate who wishes to withdraw is asked to notify the Elections Committee by this date.

BALLOTS MAILED
Voter List finalized, date of record for the election.

Election materials are mailed to members and include:

• Notice of Annual Membership Meeting
• The ballot and instructions for mailing and returning ballots
• Director Election Statements
• Website address that contains Election Rules

Recording will be made available on the Tahoe Donner website for later viewing. The event will be moderated by the Inspector of Elections and will focus on topics submitted by members by the May 22 topic due date.

The event will be moderated by the Inspector of Election and will focus on topics submitted by members by the May 22 5PM due date at electionscommittee@tahoedonner.com.

The Board of Directors convenes an Open Board Meeting for the Accountancy Firm to commence tabulation of ballots with the Inspector of Elections present to oversee the tabulation. Counting of ballots will only occur if enough ballots have been received to meet the 25 percent quorum requirement. Ballots (in signed Outer Envelope) delivered in person will be accepted, and replacement ballots will be available until 5PM. At least one Elections Committee member will be in attendance. In addition, one Board Member must remain on premise until 5PM. The Regular Board Meeting will remain open until Sunday, June 28, to facilitate the counting of ballots in accordance with the Election Procedures

The deadline for receipt of Director Election ballots mailed or personally delivered directly to the Accountancy Firm is 5PM.

The Annual Membership meeting will be held from 10AM to 12PM. Personally delivered ballots in signed outer envelopes are accepted at the Annual Membership meeting from 10AM to 11:30AM, at which time voting in the Director Election will conclude. Replacement ballots will be available until the conclusion of voting. The Inspector of Elections or his appointed assistant will attend to oversee the voting process. At least one member of the Elections Committee will be in attendance.

Prior to the conclusion of the meeting, if a 25 percent quorum is achieved and the election results are certified by the Inspector of Elections or his appointed assistant, results (including vote count) are announced at the meeting and communicated to the membership via e-mail blast, Tahoe Donner media boards, and Tahoe Donner News + Life.

If less than 25 percent of the voting power of the Association (the quorum requirement) has submitted valid ballots, the failure to achieve a quorum will be announced and the meeting, along with the culmination of the Election, will be adjourned to Tuesday, June 30.

Disclosure: Other than the activities mentioned in the timeline, the Association neither otherwise participates in, nor provides Association resources for, a candidate’s campaign or a Member Advocate’s advocacy.