Bayshore Beach Club - Election Committee

Duties & Responsibilities

1. The committee is responsible for running the election for new board members held at the Annual Member Meeting of members, the third Saturday in May.
2. Prior to the Annual Member Meeting, the committee is responsible for working with the Bayshore Beach Club Office Assistant in providing the following documents to be included with the voting packet for the membership:
   • Written ballot/proxy
   • Voting instructions
     • How to mark and return ballot or use of proxy
     • Secrecy envelope
     • Return envelope (Marked with ballot or proxy)
     • Date on which ballots must be returned; mailed ballots must arrive no later than the Friday before the Annual Member Meeting, the day before the counting of ballots. Hand delivered ballots must be received no later than when nominations close, prior to the official counting of the ballots.
     • Date on which ballots will be counted
   • Voting information
     • Election of Board of Directors
       • A list of the current Board of Directors, their respective divisions/term
       • The number of vacancies on the Board of Directors
       • Membership may select as many candidates as there are vacancies
       • Ballot with candidate names placed in alphabetical order
       • Proxy statement (only to be used instead of ballot)
       • Brief bio from each candidate
     • Any other issues being addressed at the Annual Member Meeting which requires votes, along with total votes and/or percentages required to approve ballot proposals.
3. Prior to the Annual Members Meeting, members must be notified at least ten (10) days before ballots are mailed, the nature of the vote and when the ballots will be distributed.
4. Members will be mailed one (1) ballot/proxy for each lot owned not less than fifteen (15) calendar days or more than fifty (50) calendar days prior to the Annual Member Meeting.
5. All completed mailed or hand delivered ballots or proxies shall be sealed and locked in the ballot box until the day before the Annual Member Meeting. After the office has closed on the Friday before the Annual Member Meeting, the Chair and at least two (2) other members of the Election Committee, shall verify mailed and hand delivered ballots and proxies with the Master Membership List. All verified ballots will be returned to the locked ballot box until vote counting commences at the Annual Member Meeting, the following day. All verified proxies shall be separated and returned to the locked ballot box ready for disbursement on Saturday.
6. Upon arrival at the Annual Member Meeting all members attending the meeting must check in at the voting tables. The same Master Membership List, used above, will be used to check-in members as they drop off ballots and/or register proxies.
   • To verify ballots had not previously been turned in
   • Previously received written ballots may not be revoked
   • A provisional ballot or proxy may be provided if a member had not received nor returned a ballot or proxy.
7. At the Annual Member Meeting, the presiding officer shall ask for any further nominations. If there are nominations from the floor - see Nominating Committee #11-#13.
8. If there are no nominations from the floor at the Annual Member Meeting, nominations will be closed.
9. Once nominations are closed, anyone who was nominated from the floor shall be considered a write-in candidate and no new ballots shall be printed. All outstanding ballots and proxies must then be collected at the direction of the Election Committee Chair and vote counting commences. No additional ballots, proxies or changes will be accepted.
10. Any member in good standing may observe the counting of the votes, but other than the Election Committee, no person may participate in or otherwise interfere with the process.
11. The total number of ballots must be reconciled with the Master Membership List. Any errors or inconsistencies on a ballot or proxy, that would invalidate it, must be noted, but the member will not be contacted to correct the problem. This information will be included in the final election report to the Board of Directors.
12. If there is any division without representation, the nominee from that division who receives the most votes will be selected to fill the first vacancy. All remaining Board positions are filled by popular vote. Those who receive the highest number of votes are selected until all other open seats are filled. Board positions will be filled with priority given to a full-term or the longest remaining term within each division.
13. The Chair of the Election Committee shall submit the final election results to the Corporate Secretary or the Board’s appointed designee, who then is responsible for notifying the President of the voting results. The job of the Election Committee is complete.
14. All ballots and tally sheets for the election, shall be securely held for one (1) year, whereby, if there has not been an inquiry regarding the election or vote, the ballots shall be destroyed. (See Appeals Process)
15. The results of the election will be recorded in the minutes of the Annual Member Meeting and the new Board will take office. Any vacancy occurring after election results have been submitted to the Board of Directors is considered an appointment to the Board. (See Vacancy and Appointment Process)

Committee Members

Coming Soon!