VOTING

REVISION DATE: 12/2009

PURPOSE

This policy is used to direct how voting is conducted.

SCOPE

Voting for directors and issues is conducted at each year's annual meeting.  Voting by e-mail is done by directors throughout the year.

POLICY

I. Voting for Directors and Issues

1. The only means of voting on issues and board members discussed at the annual meeting are in person or via proxy.  Absentee voting is prohibited.

2. Proxies are mailed out with the annual meeting announcement to all owners of record.

3. Anyone who will not be attending the meeting is asked to designate a representative by proxy, and either mail it to the Management company, or give it to their representative to turn in at the meeting.

4. Proxies are voided if the owner is in attendance.

5. Proxies addressed to a specific individual are exchanged for votes (or ballots) when the designated representative signs in.  If the representative does not sign in, the proxies can not be utilized.

6. Proxies addressed generically to  Board  are split among all Board members not running for re-election.

7. Property owners who have not paid their assessment fees are not eligible to vote.  Property owners who are exempt from assessments are not eligible to vote, nor are their ownership rights counted toward a quorum.  Those properties will be flagged on the sign in sheet and a ballot will not be issued.

8. A member of the board who is not running for election will supervise the election with the Property Management Company.  Ballots are collected by the management company.  Ballots are then counted by two volunteer homeowners with oversight from the Property Management Company.  Ballots are counted twice by two different teams for verification.  Counters sign the tally sheets.  The results are submitted to the supervising Board Member.

II. Electronic Voting by Board Members

1. Voting by Board members using e-mail is permitted.

2. Electronic voting shall be used for emergency situations only, such as:

   a.	A threat to life or property, or
   b.	Time sensitive material that can not wait until the next meeting of the Board of Directors.

3. An motion may be made by a Board member or the Management Company through the President.

4. No second is required.

5. Five working days are given to debate the issue.

6. A majority vote is required.

7. All e-mail decisions will be ratified at the Board Meeting immediately following the electronic decision of the Board.

Comments and questions about the Pineloch Community Association may be emailed to the Management Company at CMSI.

Comments and questions about the PCA web site may be emailed to the site curator at .  (NOTE: Be sure to put "PINELOCH" or "PCA" in the message subject line, so my spam filter doesn't kill it before I see it!)