At its regular board meeting in early July, the board made the decision to postpone the annual member meeting and board election to Thursday, November 12, 2020.
Like most people, we were hopeful and optimistic that the COVID-19 situation would be way better by now. While there is some indication that the situation may be improving, the board indicated an intention to move forward with an online meeting in November.
“But we usually meeting in September — don’t we have to meet every September?” While we’d love to stick with tradition, the association’s bylaws state “An annual meeting of the Members of the Association shall be held at least once each year…”, which is generally understood to mean once during each calendar year.
At the board’s next meeting (scheduled for September), we’ll review and approve an election process and meeting approach being worked on by the president, the community manager, and the association’s attorney.
If you are new to Rio Crossing, the process for the election usually goes something like this:
- The management company sends out a “call for candidates”, and anyone wanting to submit their name for the ballot fills out and returns a form.
- The management company prepares a ballot and a candidate information handout.
- The ballot, candidate information handout, and a postage-paid return envelope are mailed to each owner’s address (mailing addresses may be different than the property addresses for some owners).
- Owners submit a ballot (1 ballot per lot owned) per the included instructions via postal mail, email, or fax; alternatively, an owner can chose to attend the meeting in person and cast a ballot there.
- During the annual meeting the ballots are tallied and the results announced.
Obviously, if the meeting is online and not in-person, then it’s not possible to “come to the meeting and vote”. Also, there are some alternate methods of voting electronically, but to meet the security and processing requirements of an association’s governing documents and various state statutes, available suitable electronic voting technologies tend to be cost-prohibitive.
We’ll send more information out just after the September board meeting. We will do what we can to facilitate the election process and everyone’s attendance at an online meeting. The last few board meetings have been hosted by PDS using the GoToMeeting online service, and a few homeowners have “attended” the meetings successfully, so we’re confident that this will work well.
Anecdotal information from other HOAs is that online annual meetings have been much better attended than prior in-person meetings. We hope that is the case here in Rio Crossing, and look forward to seeing you online!