The Process
NOTE: This is still being edited
ELECTION COMMITTEE STANDARD OPERATING PROCEDURES FOR ANNUAL BOARD MEMBER ELECTION
SOURCE: LWW By-Laws
- Board of Director’s Secretary makes available the “membership register” of “members in good standing” (Article V, Sect. 9)
- Written notice of the annual meeting must be mailed to eligible voter’s home of record not more than 40, but not less than 15 days prior to annual meeting (Article VI, Sect. 2)
- A quorum for the annual meeting is determined when 25% of the qualified voting members physically present and by proxy are in attendance (Article VI, Sect. 6)
- Proxy form is prepared by Association attorney and approved by the Board (Article VI, Sect.
- Eligible voter’s name in good standing must appear on the Association Register as of midnight preceding the annual meeting. (Article VI, Sect. 7)
This standard operating procedure is provided with the intent of addressing frequently asked question about the election process and help eligible voters make informed decisions about who will lead us in the coming year. The specific goals we intend to accomplish are:
1. Inform residents as to how the process works
2. Provide opportunities for residents and candidates to meet and discuss issues of importance to the community prior to the election
3. Provide a complete and accurate vote count of ballots and proxies to the President prior to the annual meeting
The date oriented schedule below is provided for your use information to help you participate in the process to elect representative leadership for our community.
Note that the information below is in REVERSE chronological order.
| DATE | TASK | ACTION |
| MARCH | ||
| 28 | Annual Meeting -10 a.m. LWW Clubhouse | President |
| Validate quorum | Election Committee | |
| 27 | Election results reported to President | Election Committee | Ballot and Proxy count performed | Ballots reconciled to “member register | Ballot boxes and keys delivered to club house 9 a.m. | Security | Voting closes at 8 a.m. | Election Committee |
| 26 | Meet candidates at Potluck | Recreation Committee |
| 23 | “Member Register” provided to Election Committee | Board Secretary |
| 13 | Last date for mailing annual meeting notices | Board Secretary |
| 09 | Ballot boxes placed at each gate and front office Keys sealed in envelop, signed and placed in office safe | Election Committee |
| 01 | Invite candidates to all monthly committee meetings | Committee Chairs |
| FEBRUARY | ||
| Meet candidates at Potluck | Recreation Committee | |
| Confirm all candidates are “members in good standing” | Board Secretary | |
| Last date to submit election application | All candidates | |
| Earliest date for mailing annual meeting notice | Board Secretary | |
| Distribute Election SOP to “members in good standing” | Election Committee | |
| Approve Election SOP and ballot/proxy | BoDirectors/Attorney | |
| Submit SOP and ballot/proxy for final approval | Election Committee | |
| Invite candidates to all monthly committee meetings | Committee Chairs |
