Important Information Re New Voting Resolution

posted Sep 18, 2020, 6:46 AM by HGCA Secretary

The Board has been working diligently over the past several months, in conjunction with our cluster attorney, to craft a new voting policy that will allow for paper and email proxies. The new policy is now complete, and two documents are available for your review: the proposed electronic/proxy voting policy and voting instructions. The Board will vote to adopt this policy at its regular bi-monthly meeting on Nov. 2. These documents have been distributed to our email list and can be found on this website under the Resource Center link on the left menu.

A by-laws amendment to allow proxy and electronic voting was approved by the membership during the 2018 annual meeting, held in December of that year. The Board intends to have this policy in place for voting at the 2020 annual meeting, scheduled for Dec. 1. We anticipate that this will be a virtual meeting because of the Coronavirus pandemic and associated safety concerns. With that in mind, there will be a number of changes to the usual annual meeting voting process, which are reviewed below:

1) We are moving up the deadline for finalizing a slate of candidates to run for the two three-year positions on the Board that start Jan. 1, 2021. A call for candidates has been distributed via email and by hand-delivered flyers. We encourage all of you to give this notice your full attention and to seriously consider putting your name forward.

2) The deadline for candidates to submit their names this year will be Oct. 30 before midnight. Bios and statements of all eligible candidates will be electronically distributed to residents by Nov. 1. Each candidate will be introduced at the Nov. 2 Board meeting (also virtual) and asked to say a few words about themselves and what they would like to accomplish as a Board member. Nominations also will be accepted from the floor at the November Board meeting. At the end of the November meeting, the slate will be set, and no further nominations will be accepted.

3) Due to the difficulty of conducting a private ballot during an online meeting planned this year, we will be asking ALL MEMBERS to vote by paper or electronic proxy before noon on the day of the annual meeting, which is Dec. 1. As outlined in the voting policy, you may appoint as your proxy any association member in good standing who will attend the meeting, or you may appoint as proxy the Secretary of the Board. If a specific individual is not named as proxy, the default proxy of Board Secretary will be assumed. If the specific person named as proxy does not attend the meeting, the default proxy of Board Secretary will cast your vote as instructed, unless you opt out of this on the proxy form. Completed proxy forms may be delivered three ways: 

1) In person to the mailbox of Board President Reed Skaggs (11782 IRR),

2) By regular mail to Reed’s address, or

3) By email to an account established for this purpose: HGCAevote@gmail.com. Completed and signed proxy forms submitted via email must be in PDF format.  

 At the beginning of the voting window, a proxy form will be sent to each Member for whom we have an email address and will be posted at www.huntersgreen.org. Please remember that each household has only one vote, so a couple should submit only one proxy ballot.

We encourage you to put the Nov. 2 meeting on your calendar now. This will be a very important meeting because it is your opportunity to ask any questions you have about the voting process and to meet the candidates.

For those new to Zoom: The Nov. 2 Board Meeting and, we expect, the Annual Meeting will be held virtually. If you are new to Zoom, we will hold at least one “practice” meeting prior to Nov. 2 so you can become acquainted with the platform. You will receive an email invitation to the meeting and to join you only need to click the provided link and to follow the prompts to download (if you have not already) and launch Zoom. You also can download the application in advance at zoom.us.com. There are some helpful tutorials on the website.

We apologize for the length of this email, but it is very important. We all know this is a year like no other and to safely conduct our annual meeting took some unusual planning. I hope you will work with us to make this meeting a success. And please consider running for the Board!

The HGCA Board

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