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Subject: Ballots - Annual Meeting / Email - Mail-in
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Author Messages
TammyC3
(New Mexico)

Posts:102


11/19/2020 5:40 AM  
Current New Mexico restrictions and mandates prohibit an in-person "gathering" for our Annual Meeting.
Our BoD has taken the position that the Annual Meeting must be held without physically 'gathering'. Directors agree to utilize our Association's small website for access to ballots, for the purpose of conducting the election, and meeting other requirements.

I'm in search of suggestions and input on creating ballots specifically for download/print by Members, for the election of Directors. When completed, ballots can be dropped in a locked box within the subdivision or returned via email/mail.

The Agenda will be minimal, but does include a budget.
- Could/should the budget et. al., be incorporated into the same ballot?
- Should 'any opposed' reply separately to the Association's email/mail?

- Timeline from posting ballot online to Secretary's hand: 10 Days? (mimics minimum 'notice' requirement)

- How would proxies figure in?
- Would a returned ballot = being 'present' for purpose of quorum requirement?

65 members. 144 lots.

We're trying to avoid pitfalls.

Your suggestions and guidance are greatly appreciated.










SheliaH
(Indiana)

Posts:3577


11/19/2020 8:47 AM  
How you use proxies shouldn't change from whatever you did before. I would start the meeting by counting the proxies to see if you have enough to establish a quorum according to the documents.

Normally you could cancel a proxy by showing up and casting a vote personally, but this will be virtual or a gigantic conference call, so you should ask that everyone send one in, even if they log in the virtual meeting or dial in.

For the ballot, you could send that as a PDF form that people could print out and sign before returning it. You can set it up where people can fill it in online and then print it out. If they email it, no one should be able to go into the document and change anything - I don't know the tech piece of how to do that, but I'm sure someone can help you.

I've attended webinars where people answer polling questions as part of the program so you could use that to cast votes and everyone can see the results in real time. Or have designated counters announce each vote as a type of voice vote. don't say mr. Robot voted for A - just say one one vote for A and the second person could verify that and repeat what was said, just like they do on a submarine in giving commands.

in our community only the board approves the budget unless assessments will increase over 5% form the current year.
If you're approved the budget, homeowners should receive a copy before the meeting and get at least 30 days to look at it before casting a vote. If not, send it anyway, assuming the board already approved it. People can still ask questions about during the meeting. If that discussion turns lengthy, you need to have a special meeting for that.
GeorgeS21
(Florida)

Posts:3411


11/19/2020 9:17 AM  
I would think mail in process would be best - i.e. paper.

Then host (team process of counting) (self managed or professional manager?) could report online during the call-in/VTC, that quorum is met, and whatever outcome there is for elections.
JohnC46
(South Carolina)

Posts:10130


11/19/2020 12:00 PM  
Posted By GeorgeS21 on 11/19/2020 9:17 AM
I would think mail in process would be best - i.e. paper.

Then host (team process of counting) (self managed or professional manager?) could report online during the call-in/VTC, that quorum is met, and whatever outcome there is for elections.



How close can my ballot inspectors stand?
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Forums > Homeowner Association > HOA Discussions > Ballots - Annual Meeting / Email - Mail-in



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