SUNLAND DIVISION 17 OWNERS ASSOCIATION
Board of Director’s Working Session July 29, 2015 2:30 PM
Location: 290 Cascadia Loop
**Approved**
The Working Session of the Sunland Division 17 Board of Directors was called to order at 2:30 PM by President Susan Hamman. Residents of Division 17 had been notified 14 days prior to the meeting. Five Board members attended: President Susan Hamman, Secretary Judy Field, Treasurer Terry Main, Member at Large One David Jelin, Member at Large Two Tom Steffen; a quorum was present.
There were no previous minutes; no observers were present.
The purpose of the meeting was to:
1. Create a timeline as a guide for the Board and Election Inspectors to follow, starting with the date for submission of documents to be included in the election packet (August 14, 2015), and ending with the date of the newly elected Board Organization Meeting in September. This meeting must be held within seven (7) days of the Annual Meeting; the date will be determined at the Annual Meeting by the newly elected Board.
2. Review the information included in the 2014 election packet and to decide what information should be presented in the 2015 packet.
3. Draft an Agenda for the Annual meeting.
In reviewing the contents of the 2014 election packet, the Board chose to use many of the same forms, but to modify them as to dates, times and content for 2015. The 2015 election packet will include:
1. A cover sheet announcing the date, time and place of the Annual meeting
2. A letter from the Board President
3. An Absentee Attendance Proxy Form to establish a quorum
4. Ballot
5. An Absentee Voting Proxy Form for owners who wish to have someone vote in their stead
6. Short biographies of the candidates running in the election
7. An explanation of the difference between a Full Financial Audit and a Full Financial Review
8. The proposed 2016 Association budget (to be approved by the Board at the August 2015 meeting)
9. An updated Owner Contact Form
10. A pre-addressed envelope (not stamped) for owners to return their ballots and Contact Form.
NOTE: MULTIPLE ITEMS MAY BE PLACED ON ONE PAGE TO SAVE POSTAGE/PAPER COSTS.
Drafting of the Agenda for the 2015 Annual meeting was tabled until after our regular August meeting.
MOTION: Judy Field moved to adjourn the session. It was seconded and approved.
ADJOURNMENT: The session adjourned at 3:52 PM.
Submitted by
Judy Field, Secretary