Bayshore Beach Club - Nominating Committee

Call for 2023 Nominations

Members interested in running for the 2023 Board of Directors can pick up an application packet (Declaration of Candidacy and Ethical Standard Statement) from the Bayshore office (1512 NW Oceania Drive, office@bayshorebeach.com or 541-563-3040).

Complete and signed appication packets need to be returned to the Bayshore Office by noon on Friday, March 31, 2023.

Bayshore governing documents can be found on the Organization page.

Duties & Responsibilities

1. Verify the term of each member of the current Board of Directors to determine the number of vacancies and divisions needing representation.
2. Communicate, to the membership, information regarding the upcoming election including which Bayshore Divisions have opens seats and the election process. This may be accomplished by sending postcards to all members and utilizing all available emails.
3. Encourage members to represent their division on the Board of Directors with focus on any division that currently does not have representation.
   • Send a postcard with election information out to the entire membership.
   • Send an email detailing election information to the entire membership.
   • Prepare an article for The Breeze to recruit candidates.
4. Inform potential candidates of the duties and responsibilities of a member of the Board of Directors by providing all candidates, both those nominated prior to the Annual Member Meeting or nominated from the floor at the Annual Member Meeting, with all documents relative to Bayshore and the Board of Directors.
   • Bayshore Articles of Incorporation
   • Bayshore Bylaws
   • Bayshore C&Rs
   • Bayshore Policies and Procedures
   • Ethical Standards Statement
5. Collect from each potential candidate, no later than noon on the last Friday in March, a signed Declaration of Candidacy, along with a signed Ethical Standards Statement and a statement acknowledging receipt of Bayshore Documents related to the Board of Directors (see above).
6. Obtain a brief bio from each candidate to be distributed to the membership with the election’s material in the member packet.
7. Determine if each potential candidate is eligible to run for election
   • Is there an open position within the potential candidate’s division?
   • Is the candidate a member in good standing?
   • Chair must receive the Declaration of Candidacy
   • Information obtained from Office Assistant.
8. Notify all potential candidates, ten (10) days prior to the April Board of Director’s meeting, whether or not each candidate is eligible to run. Candidates must meet both requirements. - Be a member in good standing - Be running for an open space on the Board of Directors, within the potential candidate’s Division.
9. Shall place in nomination, at the April Board meeting, a list of candidates for the open Board of Directors seats, along with related documentation. The documentation shall include, for all candidates...
   • Verification of each candidate’s eligibility to run (see #3 above)
   • The signed statement acknowledging the receipt of Bayshore Documents
   • The signed Ethical Standard Statement
   • Receipt of photo (optional) and a brief candidate bio (200 words or less)
10. Any member deciding to run after the last Friday in March deadline, will be considered a write-in candidate and must be nominated from the floor at the Annual Member Meeting in May. (See #11, #12 & #13 - below)
11. Forward candidate photos and bios to the Elections Committee to be included in the member mailing and to the Communications Committee to be published in the Election’s Special Edition of the Breeze.
12. Nominations may be made from the floor at the Annual Member Meeting, provided the member nominated has been contacted in advance or is present, agrees to serve if elected, and provides the Nominating Committee with all signed relative documents, excluding the candidate photo and bio.
13. Notify potential candidates, who are nominated from the floor at the Annual Member Meeting, whether or not they are eligible to run. Candidates must meet both requirements.
    • Be a member in good standing
    • Are running for an open space on the Board of Directors, within the potential candidate’s Division.
14. Only if there are nominations from the floor, at the Annual Member Meeting, may any eligible candidate in attendance have no more than two (2) minutes of introduction to those in attendance. Otherwise, there shall be no further campaigning or discussion. The job of the Nominating Committee is complete.

2023 Committee Members

Michael Vest - Board Liaison

Patricia Ferrell-French - Chair

Deborah Nolan