Nominating Committee Process Last Updated 2/9/17 Governing document: By-Laws, Article V, Section 1 Nomination and Election of Directors Summary: Nominations are made by the Nominating Committee Nominating Committee consists of a Chairman, who must be a member of the Board of Directors and two or more members of the Association Nominating Committee must make equal to or more nominations as there are upcoming vacant seats to be filled Nominations can be made for individuals who are either members or non-members of the Association The Nominating Committee must deliver a notice to all homeowners to notify them of upcoming board vacancies and to solicit nominations to fill the seats. The notification must include: 1. Term of office (May 20XX April 20XX) 3-year term 2. General outline of the duties performed by a Director (see below) 3. Deadline for response (must be received by March 8 th ) 4. response to include name, phone number(s), email address and home address of nominee Newsletter (always sent March 15 th by the Secretary), must include a statement reminding homeowners to send in their proxy ballot and/or attend the meeting. Duties and Authority of a Director of the Association 1. Attend Board meetings (presently occurring monthly, on the 2 nd Tuesday of each month from 7:30 PM approximately 9:30 PM) 2. Dedicate one to two hours outside of the Board meeting 3. Compliance with governing documents and applicable law (Governing documents can be found at: http://sites.google.com/site/btmhoa/docs) 4. Ensure maintenance of common areas 5. Originating and maintaining budgets 6. Monitoring reserves for emergencies, capital expenditures and deferred repair or replacement, and bad debt 7. Assessment collection 8. Exercising business judgment 9. Adoption and enforcement of rules 10. Annual elections, politics, board meetings and appointment of officers 11. Representation of homeowners/insurance/property rights 12. Financial Books and record keeping 13. Emergencies 14. Human rights and accommodations Time Line: 1. NLT Feb. 1 - Nominating Committee work together to a. Review and understand the process b. Agree on assignments of tasks 2. NLT Feb. 15 - Solicitation for nominees to the HOA Board document must be mailed to all homeowners by the nominating committee 3. NLT March 1 - statement must be received by the Nominating Committee at either the HOA mailing address, Blake Tree Manor HOA, 9618 Blake Lane, Fairfax, VA 22031, OR the HOA email address: election@btmhoa.org. 4. statement document must be created by the potential candidate. The Nominating Committee can also recommend to nominee that they create a statement of candidacy including: a. Statement regarding why s/he would like to be elected to the Board of Directors b. Number of years owning in the community c. Past participation in HOA activities or Board initiatives (whether here or at some other community) or other relevant experience, if any. d. Limit length of statement to 300 words or less
5. Consolidated candidate statement documents must be created by the Nominating Committee and provided to the HOA Secretary for mailing to homeowners. 6. The BTMHOA Secretary will stamp the proxies and mail by the deadline stated below. a. NOTE: Members NOT in good standing (i.e. the property has a balance greater than $0.00) do not receive a stamp or a proxy ballot. b. Secretary emails homeowners who do not receive a ballot explaining that they must be a member in good standing to vote. 7. Proxy ballots are mailed to homeowner by March 15 th. a. Note: For homeowners known to be living overseas, we send a proxy via PDF to the email address(es) on record. We allow only overseas homeowners to return a fully complete proxy ballot (scanned and attached) to election@btmhoa.org from only the address(es) on record no later than the deadline provided to other homeowners. b. Note: proxy instructions must clearly state that proxy ballots that are returned with a payment to the HOA Secretary will not be counted. Proxy ballots must be returned in the envelope provided for this purpose. 8. This mailing includes one SASE for the purpose of: a. Returning the proxy ballot - addressed to the Blake Tree Manor mailing address. 9. Nominating Committee must provide the names of all persons nominated to the Secretary. Secretary must create the paperwork for the Nominating Committee to use for the Annual Meeting to include: Director Election Vote Count, Official Election Tally Sheet. 10. Annual Meeting The annual homeowners meeting takes place immediately prior to the Board of Directors meeting in April of each year. These are two separate meetings, the annual homeowners meeting is a meeting of the homeowners, run by the President, focused first on executing the election. The Board meeting that immediately follows is a normal Board meeting. As proxies are returned: 1. Treasurer opens envelope and removes checks/invoice receipt. 2. Treasurer provides proxies to Chairman of the Nominating Committee 3. Treasurer ensures that the mailbox is checked for mail on the day of the annual meeting (after mail is received for the day) Reminders: 1. Seven to ten days prior to the annual meeting, nominating committee members must contact all homeowners that have not yet submitted their proxy. 2. Committee members are to remind the homeowner of the importance of their vote 3. Contact method: email or phone (information to be provided by Secretary). At the annual meeting: 1. Treasurer provides any remaining proxies to the Chairman of the Nominating Committee 2. Chairman of the Nominating Committee asks does anyone wish to offer a nomination from the floor? 3. Anyone nominated is announced as a candidate and is allowed to provide a two minute candidate speech. 4. Secretary provides tally sheet (see next page) to Chairman of the Nominating Committee 5. Chairman of the Nominating Committee must ask attendees if anyone submitted a proxy and wishes to revoke it. Revoked proxies may be returned only to a titled homeowner for their property (Secretary maintains the authorized list of titled homeowners) 6. Chairman provides ballots to those attending the meeting who have not already voted by proxy using the following process: a. Does anyone who did not vote by proxy wish to vote? b. Those who wish to vote, must state their street address c. The Chairman writes their street address on the ballot d. The Secretary validates each voter is titled and that the address written on the ballot is correct e. The voter votes his ballot and returns it to the Chairman 7. The Nominating Committee retires to another room to: a. Ensure that the ballot or proxy is valid. Invalid ballots or proxies must be discarded. Valid ballots or proxies: i. are embossed with the corporate seal ii. vote for no more candidates than the ballot or proxy permits iii. are a complete proxy or ballot page containing: 1. names of titled homeowners 2. property address
iv. clearly indicate (as determined by the Nominating Committee) the vote(s) b. Tally the votes using the tally sheet c. Ensure that each property has only one ballot or proxy In the case where a ballot AND proxy exist for a single property, the Chairman will go to the titled homeowner in attendance and ask which document they wish to use. The rejected proxy or ballot is returned to the homeowner. d. Complete and sign the summary count sheet e. Return the Summary Count sheet, proxies and ballots to the Secretary f. The Secretary reads the winners of the election and enters the results into the minutes.
Blake Tree Manor HOA Nominating Committee Official Nominating Committee Summary Count Sheet (Date of Annual Meeting) #1 #2 #3 #4 Write-In Write-In Total Votes I agree that the counts above reflect the votes I counted: Type in name of committee member #1 Type in name of committee member #2 Type in name of committee member #3
Blake Tree Manor HOA Nominating Committee Official Election Tally Sheet Count House Number 1 2982 2 2984 #1 Name (Date of Annual Meeting) #2 Name #3 Name #4 Name Write-In 3 2985 4 2986 5 2987 6 2988 7 2989 8 2990 9 2991 10 2992 11 2993 12 2994 13 2995 14 2996 15 2997 16 2998 17 2999 18 9580 19 9582 20 9583 21 9584 22 9585 23 9586 24 9587 25 9588 26 9589 27 9590 28 9593 29 9595 30 9597 31 9599 32 9600 33 9602 34 9604 35 9606 36 9608 37 9610 38 9612 39 9614
40 9616
Address Block XXXXX XXXXX Blake Tree Manor Homeowners Association Proxy for Board of Directors Election Blake Tree Manor Corporate Seal This proxy is for the purpose of voting for candidates if you do not plan to attend the annual HOA meeting. You may assign your proxy to the HOA President, Susan Cohen, who must vote as you direct. Alternatively, you may assign the proxy to another individual who must attend the meeting in your place and vote as you instruct below. If you assign the proxy to Susan Cohen, please return it in the enclosed self addressed, stamped envelope in time for it to be received by the meeting date. 2009 Annual Meeting Thursday, April XX 9999 Lindenbrook Street Fairfax, VA 22031 I /We (and) (Please print name clearly) (Please print name clearly) under the provisions of the Association bylaws, I/we hereby grant my/our proxy to: Susan Cohen OR (check only one box) (HOA President) (Individual named here must bring this signed document to the meeting) for the sole purpose of casting my/our vote at the annual meeting. The proxy holder named above must cast my vote for the following two candidates: (Please circle your two selections) XXXXXX YYYYYYY ZZZZZZZ Write in: This proxy may be revoked by homeowner at the meeting.