HIDDEN VALLEY LAKE PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
Thursday, October 27, 2016 7 p.m. – POA Lower Level
Call To Order: Patricia Hawkins
Pledge of Allegiance: Patricia Hawkins
Presidents Report: Patricia Hawkins
Treasurers report: Robert Starks
Secretary’s Report: Donna Yetzer
- Request approval of the September 22, 2016 Board of Directors Meeting Minutes.
Community Managers Report: Bruce Keller
- Reminder of Holiday Schedule:
November – No Meeting
December – Meeting on 8th, 7 PM
January – No Meeting
February – Back to normal schedule, the 4th Thursday at 7 PM
Golf Course Manager’s Report: Pat Sullivan
VRUC Update: Don Yetzer
Committee and Club Reports:
Architecture Committee Report: Michael Parks
- Request approval of performance bond returns.
- Robert & Patricia Rizzo, Lot # 2916, 2101 Morningside Drive, Variance from last meeting. See email response of approval from neighbor (Jerry Hon). Concrete Allen Block retaining wall 36’’ X 25’. Variance Recommended
Lakes and Parks Committee Report: Dave Patterson
Safety, Security & Elections Committee Report: Bonnie Starks
- Request a motion approving the attached Election Rules for a second and final reading.
Future Planning/Political Action Committee Report: George Lortz
Civic Club: Karen Hatfield
Finance Committee: John Reiniger
- A resolution that the finance committee unanimously recommends approval of the September, 2016 financial reports.
- A resolution that the finance committee unanimously recommends approval of an increase in the assessment fee of $72 a year or $6 a month per membership beginning July 1, 2017.
- A resolution that the finance committee unanimously recommends approval of an increase in the administrative fee for family transfers to $100, vacant lot transfers to $200 and home transfers to $400 beginning January 1, 2017.
- A resolution that the finance committee unanimously recommends approval of the 2017 budget subject to the revision of the assessment and administrative fee increases.
1. POA Board Elections Policies and Procedures
The HVL POA Safety, Security and Elections Committee and the HVL POA Board of Directors have approved the following Elections Policies and Procedures within Hidden Valley Lake. These policies and procedures shall remain in force until changed or amended upon recommendation by the HVL POA Safety, Security and Elections Committee and approved by the HVL Board of Directors.
1) Definition of Terms
For the following HVL POA Elections Policies and Procedures, unless the context otherwise indicates when used in conjunction with the term, the definitions of the following terms apply:
♦ Ballot deadline date – A date specified by the HVL POA Board of Directors as the deadline for receiving all ballots in an annual, special or referendum election.
♦ Counting Team – HVL members reporting to the Elections Sub-committee for the purpose of tallying HVL POA votes according to the most current Vote Tally Procedure.
♦ Date of election – The HVL POA Annual meeting in the case of Annual HVL POA Board of Diirectors’ elections or the specified ballot deadline date for special or referendum elections.
♦ Elections Sub-committee – A group of HVL members appointed by the Safety, Security and Elections Committee for the purpose of administering all HVL POA elections made up of a Chairperson and Vice chairperson and the Counting Team.
♦ Incumbent HVL POA Board members – Those Board members who are currently seated.
♦ List of Eligible Voters – A complete list of all HVL POA members entitled to vote in any election, arranged in alphabetical order, with the address of each member.
♦ Member voting rights – One vote per HVL qualified membership is given the right to vote in all HVL POA elections.
♦ Open HVL POA Board Positions – Those positions on the Board that are being filled by the current election.
♦ Qualified candidate – Any current POA member who meets the following criteria:
- Is an HVL POA member, at least 21 years old, listed on the property deed, and in good standing.
- Must have a personal email address accessible on a daily basis for confidential communication.
- Must be insurable under current HVL POA insurance policies without increased cost to the community for bonding.
- Is not currently an employee of the HVL POA.
- Is not currently a vendor/contractor of the HVL POA.
- Is a qualified member of HVL.
♦ Qualified member and/or membership – Any current HVL member or membership with no outstanding dues, fees, fines, or assessment payments.
♦ Special or referendum election – An election conducted by the HVL POA Board of Directors from time to time to help conduct the business of the POA.
♦ Vote Tally Procedure – A documented process for counting ballots developed and maintained by the HVL POA Safety, Security and Elections Committee.
2) HVL POA Membership and Voting Rights
- Each membership in good standing of the HVL POA shall have one vote in HVL POA Board of Directors’ elections, recounts, recalls, and special or referendum elections.
3) HVL POA Safety, Security and Elections Committee Responsibilities
- The HVL POA Safety, Security and Elections Committee shall choose from its membership a Chairperson and Vice-chairperson of the Elections Sub-committee.
- The Chairperson and/or the Vice-Chairperson of the Elections Sub-committee shall be in charge of all elections, recounts, recalls, and special or referendum elections.
- The Elections Sub-committee shall appoint the Counting Team.
4) HVL POA Board of Directors Election Policies
- The HVL POA shall conduct elections in each calendar year for the purpose of electing members of the HVL POA Board of Directors.
- To be a member of the HVL POA Board, a person must be a qualified candidate.
- The annual elections shall be conducted such that two, two, and one members of HVL POA Board of Directors shall be elected on alternate years. The term for an HVL POA Board of Directors’ member is three years.
- Recall elections may be conducted in the event special conditions exist.
- Election recounts may be conducted in the event of the filing of an election protest with the HVL POA Board of Directors.
- If at any time and for whatever reason the HVL POA Board shall not have enough members between elections to fill all available positions, the incumbent HVL POA Board members may fill the open position(s) by appointment. The process for eligibility by appointment (Bylaws, Rules and Regulations Section 103.5.m) shall apply.
5) HVL POA Board of Directors Election Procedures
- The nomination forms for the HVL POA Board of Directors shall be made available on-line at the HVL web site or at the POA office. A notice of the registration deadline will be made public at least one month prior to the deadline.
- Nominations shall be closed and forms received in the HVL POA Office by the deadline. In order to be valid, a current photo, resume of the nominee, and the Candidate Resume Outline must accompany the Nomination Form. The above four items shall be submitted to the HVL POA Office by the candidate in person and not by an agent or representative of the candidate.
- After the nominations are closed, candidate nominations shall be validated at the HVL POA Office to assure that each candidate is qualified to run for election.
- A ballot, ballot return envelope, and candidate resumes shall be mailed to all HVL POA members. All ballots in their signed and sealed ballot return envelopes shall be returned by mail or in person to the HVL POA Office by the election deadline date.
- All ballots returned after the election deadline date or not returned in a signed and sealed ballot return envelope shall be considered invalid.
- All signed and sealed ballot return envelopes shall be checked against the List of Eligible Voters by POA office personnel. They shall also check for the correct signature which must be on the deed, and then place them in the locked ballot box. The key to the ballot box shall be kept by the Chairperson of the Elections Committee who shall open the box in the presence of the Counting Team .
- On the chosen deadline date or shortly after, the Elections Sub-Committee shall open the envelopes and tally the votes. The ballot box is opened by the Chairperson with the counters present. They then proceed to open the outside envelope and separate the two envelopes. After all the ballot outside envelopes are opened the second envelope is then opened. The teams divide the votes and go to separate rooms to tally the votes. If there are any irregularities found, that ballot is given to the Chairperson for later consideration. If necessary, the teams can trade tallies and recount if a vote is close.
- The Elections Chairperson will oversee the opening of the envelopes, the vote tally, and write down the final count. The Chairperson will sign the tally sheet. The votes, envelopes, and count will then be locked back in the ballot box.
- On completion of the voting procedure, the vote summary shall be given directly to the person presiding over the HVL POA Annual Meeting in a sealed envelope. The results shall be read at the HVL POA Annual Meeting. No results shall be announced by any member of the Elections Sub-committee prior to this time.
- After the HVL POA Annual Meeting, all ballots with their ballot return envelopes shall be kept in the locked ballot box in the HVL POA office for a period of at least three months.
- At the HVL POA Annual Meeting, the open HVL POA Board positions shall be awarded to the persons receiving the highest number of votes in descending sequence until all the open positions are filled.
- If at the end of the nomination period, there is exactly the same number of candidates running in the current election to fill all the open HVL POA Board positions, then an election shall not be required and the candidates running shall fill the open HVL POA Board positions.
- If at the end of the nomination period, there are less than enough candidates running in the current election to fill all the open HVL POA Board positions, then an election shall not be required, the candidates running shall fill open HVL POA Board positions and the sitting HVL POA Board members may fill the additional open position(s) with the appointment of a qualified candidate(s). To qualify for appointment to the HVL POA Board, a person must submit an application to the Board in writing that indicates his or her desire to be a Board member and a list of his or her eligibility, qualifications and credentials.
6) Filling a Vacancy in the Membership of the HVL POA Board of Directors
- In the event of the vacancy of a member position on the HVL POA Board of Directors, for whatever reason, it shall be the responsibility of the remaining HVL POA Board members to nominate, vote upon and assign a replacement member to complete the remaining term of the vacated position.
- In the event of a tie in the HVL POA Board members’ vote to fill the Board member vacancy, a majority of votes of the Chairpersons of the HVL POA existing standing committees and Judicial Panel Chair shall cast votes on the same set of candidates nominated by the Board of Directors.
- Upon written communication signed by the existing standing committee Chairpersons and, if necessary, the Chairperson of the Judicial Panel; the HVL POA Board of Directors shall ratify the vote and assign the elected member replacement to serve out the remaining term of the vacated position.
- Upon completing the member replacement of all HVL POA Board members, the Board shall vote upon and assign the new Board of Directors committee liaison positions in the same manner employed by the Board of Directors after the completion of the HVL POA Annual Meeting.
- If the Committee Chairs and the Judicial Panel Chairperson cannot reach an agreement the candidate selection will be determined in a general election
7) Special or Referendum Election Procedures
- A ballot and ballot return envelope shall be mailed to all HVL POA members. All ballots in their signed and sealed ballot return envelopes shall be returned by mail or in person to the HVL POA office by the ballot deadline date.
- Any ballot returned after the deadline date or not returned in a signed and sealed ballot return envelope shall be considered invalid.
- All signed and sealed return envelopes shall be checked against the List of Eligible Voters by POA office personnel. They will also check that the signature name is on the property deed. Then the ballot is placed in the locked ballot box. The key to the ballot box shall be kept by the Chairperson of the Elections Committee who shall open the box in the presence of the Counting Team on the vote counting date.
- On the designated date, the Elections Sub-committee shall, in a closed meeting, open all signed and sealed ballot return envelopes and tally the votes according to section 103, #4, g. & h.
- Upon completion of the voting tally, the final totals shall be presented directly to the President of the HVL POA Board in a sealed envelope. No results shall be announced by any member of the Elections Sub-committee prior to this time.
- After the voting results have been presented, all ballots with their ballot return envelopes shall be kept in the locked ballot box in the HVL POA Office for a period of at least three months.
8) Election Results Protest Procedures
- Any HVL POA member in good standing wishing to protest the results of an HVL election may do so by submitting his/her protest in writing to the HVL POA Board of Directors within thirty (30) days after the announcement of the election results.
- A letter written to protest election results must include the name, address, and lot number of the HVL POA member making the protest and the reason for the protest.
- The previously constituted HVL POA Board of Directors shall determine by vote if the protest submitted is valid. A simple majority shall determine the validity of the protest.