By
B Sharon Gomez, Foster/Premier Property Managem
ment
cookies for guests. This information should be included in your invitation to entice owners to attend. If you know your community will have a lot of guests in attendance, it is a good idea to bring a party guest – AKA – a co-worker, or request a volunteer owner to help sign residents in and count proxies. Logging in RSVP’s (proxies) on the sign in sheet in advance will save time especially in communities where it might be a blow out celebration!
Once you have determined that quorum is met for the meeting it is a good time to go over board member responsibilities and talk a little about the time involved in the service. Try not to scare away potential candidates with horrid owner stories, just give a brief summary of planned projects the board will be looking in to.
Welcome residents in attendance with requests for nominations from the floor. Be sure to ask each candidate to stand and introduce themselves and accept their nomination as well as discuss why they want to be a board member. Don’t forget to close the nominations. After all nominees have been added to the ballot, ask those candidates who turned candidate forms in advance to introduce themselves in the same manner. Provide election instructions including how many votes each owner is allowed, and whether it will be cumulative (casting all votes for one candidate) or non-cumulative voting (one vote for each number of votes available). Remind residents that only one owner from each address may cast the votes for their unit.
Always call for volunteers to count the ballots and proxies, so residents are part of the process.
PLANNING YOUR
COMMUNITIES’ ANNUAL MEETINGS SHOULDN’T BE SO STRESSFUL AND MIND-BOGGLING IF
CONVERSATIONS BEGIN AT EARLIER MEETINGS.
Pick at least two (and more for larger gatherings) from opposite sides of the room if possible, to appease the conspiracy theorists. These are the same individuals that probably peek thru the blindfold on Pin the Tail on the Donkey! As manager, you should also be prepared to oversee the tally process or use your helper if you brought one. If votes are cast through owner percentages, you will be able to tally the percentage of votes right on your computer spreadsheet if needed. While we can always hope for smooth annual meetings, some communities request oversight by their attorneys and sometimes even their accountants. The more that
come to the party, the less likely someone will contest the results.
Remember, all ballots and proxies must be counted regardless of how many people are running for the board. In some instances the number of candidates equals the number of positions however;
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