I. MISSION
The overall mission of the Lake of the Woods Committees is to add value to the Association by advising and assisting the Board of Directors and General Manager in carrying out their responsibilities to the Association. The Elections Committee reports to the Board of Directors. The primary focus of its mission is the oversight and management of the annual election of members of the Lake of the Woods Board of Directors in accordance with the Bylaws.
II. COMMITTEE RESPONSIBILITIES
A. Ensure that their procedures and documentation provide a credible election process that assures members that the elections are fair and accurate.
B. Set a reasonable limit on the length of the candidates' resumes/statements, coordinating with Communications for publication and interviews for Channel 18 airing.
C. Prepare a copy of the instruction sheet, ballot and resumes. The order of names on the ballot shall be on a rotating basis to achieve a fair representation of order for each candidate. At least eight weeks before the annual September meeting, the General Manager shall be furnished a copy of the final draft for review, and to comply with LOWA purchase order procedures and delivery of materials to the printer. The administrative staff will order envelopes and prepare mailing labels for the ballots. Upon completion of printing, receipt of envelopes and mailing labels, the Chair of the Elections committee will be notified by the General Manager.
D. Assemble the printed material for mailing and mail it out at least 30 days and not more than 45 days prior to the election, and notify the General Manager who, in turn, will notify the candidates as to expected dates of the mailings.
E. Mail ballots to new property owners up to one week prior to the date of elections.
F. Count the validated ballots the day after the annual Association meeting.
G. Certify to the President of the Association the results of the election.
H. When requested by the Board, perform the task of counting initiative and/or referendum ballots and certifying the results.
I. Advertise, organize and conduct a public meeting between the candidates and the property owners for the purpose of an exchange of viewpoints and personal contact. The chair will appoint a moderator and timer for questions from the members of LOWA
J. Inform members that they may pick up ballots from an Elections Committee representative and vote up to the close of voting at the annual Association meeting.
K. For special elections, follow all of the above applicable procedures.III.
III. SPECIAL CHARACTERISTICS OF THE ELECTIONS COMMITTEE:
The committee shall follow the guidance of the BYLAWS, Specifically Article V: Organization, Section D: Committees; however, in order to perform its mission the Committee shall operate under the added guidelines listed below.
TENURE: The committee membership shall begin on November 1 and end on October 31 of the following year at the discretion of the Board. A list of recommended members will be submitted to the Vice President of the Board of Directors each October by the Committee Chair.
This Committee may have up to five (5) alternates.
Members of the Elections Committee cannot serve on the Nominating Committee.
THIS CHARTER IS EFFECTIVE UPON APPOVAL OF THE BOARD OF DIRECTORS. IT SHALL BE REVIEWED FOR READOPTION AT LEAST EVERY FIVE (5) YEARS FROM THE DATE OF THE MOST RECENT REVISION.
DATE OF APPROVAL: February 1, 1997
Revised: July 21, 2010