Senior Estates Golf & Country Club Election Process
ENTITLED TO VOTE
Corporation members entitled to vote are those members in good standing who own a lot(s) in Senior Estates, which are those 1512 lots included in Sections 1 through 8, inclusive, in the plat of Senior Estates recorded in Marion County, Oregon. Each lot is entitled to one vote.
Further,
In the case of the joint ownership of a lot(s), to vote and share an interest in corporate assets, the joint owners shall be considered as a single voting unit and be entitled to only one vote.
Joint owners shall decide who shall vote. No vote will be allowed to joint owners who cannot decide who will vote.
Voting members in good standing may cast an absentee ballot furnished by the Corporation Secretary at any time before a scheduled election.
(Articles 1989, Section 3 Membership and Declarations, Article 1 Definitions and Article II)
MEETING AND VOTING PROCESS
New Business Requested by Members – 60 DAYS OUT
Any new business requested by Members to be considered by the Property Owner Members at any annual or special meeting shall be a motion concisely stated in writing and signed by the requesters.
Such motion shall address only one subject that is consistent with Oregon law, the Articles of Incorporation, the Bylaws, the Rules and Regulations, or the Declaration of Restrictions and shall be delivered to the Secretary at the Corporation office for notice and publication at least sixty (60) days before the date of such meeting.
The requested business matter shall then be placed on the agenda of the annual or special meetings for consideration under New Business.
NOMINATION OF CANDIDATES
Nominating Committee and by Members in Good Standing – 40 DAYS OUT
Incumbent Directors shall set the time and prescribe the conditions for nominations of candidates for Director.
There shall be no nominations made from the floor or in any manner except as herein provided.
The Board of Directors, by a majority vote, shall appoint a Nominating Committee consisting of five members of this Corporation, none of whom shall be a member of the current Board of Directors or a candidate for the office of Director.
The Committee shall nominate candidates for the open positions on the Board of Directors. The Committee shall nominate at least as many candidates as there are open positions.
All candidates for Directors shall be voting members in good standing of this Corporation.
A group of twenty-five (25) or more members in good standing may nominate individual voting members in good standing for election as Directors.
All nominations of candidates for Director made either by the Directors’ Nominating Committee or by members, shall be in writing and state legibly and alphabetically the names and addresses of the candidates for Directors.
The nominations shall be delivered to the Secretary at the Corporation office at least forty (40) days prior to the annual meeting.
The Secretary shall post, in alphabetical order, a list of all names and addresses of candidates for Directors in the Corporation office at least thirty (30) days before the annual meeting, and shall also deliver a copy thereof to News & Views for publication.
NOTICE – BALLOTS
Meeting Notice for Annual Meeting – 10 to 50 DAYS OUT
A written or printed notice will be prepared stating the date, time, and place of the meeting and if a special meeting, the purpose of the meeting.
The notice shall be delivered neither less than ten (10) nor more than fifty (50) days before the date of the meeting, personally or by mail, to each member entitled to vote at such meeting.
If mailed, the notice is deemed delivered when deposited in the United States mail with postage prepaid and addressed to the most recent address of the member as it appears on the Corporation records.
The notice of meeting mailing will include but is not limited to ballot(s), quorum proxy, and secrecy and return envelopes.
The quorum proxy must be received at the Business Office by 5:00 p.m. on the day before the election.
Ballot(s) must be received at the Business Office by 5:00 p.m. on the day of the election.
Notice shall also be provided by posting it on the Corporation bulletin board and, if time permits, by publishing it in the Senior Estates newspaper, News & Views.
Proxies
A proxy or “appointment of agent” may be used only to establish a quorum for the Annual or Special Meetings of members.
Absentee Ballots
Each Property Owner Member in good standing shall receive an absentee ballot in the Secretary’s notification of the Annual or Special Meeting packet via first-class mail.
A member may request a provisional absentee ballot (if the original is not received) by personally picking up the ballot from the Business Office and signing for same, or personally requesting that the absentee ballot be sent to him or her via first class mail.
Agenda
The agenda of a meeting of members shall list separately each matter or item to be considered at the meeting.
The agenda shall be posted at the Corporation office in the clubhouse thirty (30) days before the meeting and shall also be delivered to the News & Views for publication.
The order of business shall be:
(1) Proof of notice of the meeting.
(2) Determination of a quorum.
(3) Reading of Minutes of previous member meetings, correction, and approval.
(4) Treasurer’s report, correction, approval, or rejection.
(5) Unfinished business.
(6) New business.
(7) Adjournment.
Election of Directors
Three directors shall be elected annually for a term of three years each at a Special Election immediately following the annual meeting of the members.
The three nominees receiving the greatest number of votes shall be elected. Should a tie for the third position occur the chair of the nominating committee shall conduct a blind draw from the names of the tied candidates to determine who is elected.
Election Board
The Board of Directors shall appoint an election board consisting of five or more members to conduct the election by written ballot.
Note – This committee also counts the ballots and announces the ballot results.
(Senior Estates Golf & Country Club Bylaws – Section 4.3, 5.3, and 5.4)