Hello Sunset Dunes Lot Owners –
We hope that you are all enjoying this lovely start of summer weather.
The HOA Board has been preparing for the third Annual General Meeting (AGM) of the Sunset Dunes PEI HOA to be held on Saturday, August 12 with the format being a Zoom meeting to encourage as many of our owners to attend. A formal announcement and agenda for the AGM will be issued in late July.
As in previous years, a key part of the AGM is the election of a new Board of Directors for the Association. The Board of Directors election process is composed of three periods: 1) a nomination period, 2) a campaign period, and 3) a voting period. The election results will be announced at the AGM, with the new Board in place following the conclusion of the AGM.
During the nomination period, any member in good standing of the association can put their name forward to be elected to the Board of Directors. Nominees do not specify a position on the Board, but merely a desire to put their name up for election by the membership. Each nominee will provide campaign material as part of their nomination submission including such things as personal background information, credentials, and why they would make a good Board member. Pictures and video clips are welcome too. This campaign material will be posted on the Sunset Dunes PEI website for all members to review to help in making their decision on Director voting. Nominees can submit their nomination and campaign material electronically to any current Board member.
When the nomination period ends, all the nominee information will be posted simultaneously on the Sunset Dunes PEI website, starting the second period of the election – the campaign. This nominee material will remain on the website throughout the voting period. Nominees can update their material throughout the campaign period.
The final period of the election is the voting period. The election will be conducted electronically with each lot owner in good standing being issued by email a ballot. There is one vote for each lot. The ballot will list all the nominees and the voting member will then select any 1 to 5 of the nominees. If a ballot is returned with more than 5 selections then the ballot is invalid. The form of the ballot will be an issued survey. A five-person sized Board of Directors is considered optimal given the requirements for managing the affairs of the Association. Ballots must be returned before the close of voting to be considered valid.
The results of the voting will be tabulated after the close of voting and subsequently announced at the AGM. As was the case in previous elections, to ensure full transparency and no bias or even apparent bias in the election process and results, we will be adding some HOA members as additional independent reviewers of the election results beyond web/survey master Kristin Arnold.
The timing of the 2023 election process of the HOA Board of Directors is as follows:
- The nomination period will start on July 1 and end on July 15
- The campaign period will start on July 17 and run until the close of voting
- The election voting period will start on July 24 and end on August 10
- The results of the voting will be announced at the AGM on August 12
In order to ensure that the Board has the proper record of eligible voters, please reply to this email as soon as possible if there is any scheduled change of ownership of your property between now and August 12.
Besides installing a new Board of Directors, another key element of the AGM is to consider and deal with any resolutions. Resolutions can relate to such things as; capital investment projects or operating expense activities to be built into the HOA annual budget, studies to be undertaken to improve the community, rules/regulations/policies/procedures to be adopted. If you are interested in bringing an item before the membership, a template resolution and examples from last year’s AGM are available for you on the Member Documents area of the HOA website, illustrating a format and list of topics to be considered in developing a proposal. Final resolutions for the AGM need to be communicated to the membership fourteen days before the AGM date along with the agenda, so July 27 has been set as the deadline for resolution proposals to be submitted to the Board for this year’s AGM.
In other community news, as previously indicated, we are lining up a paving program for this summer for a section of Campbells Way. We have engaged Curran & Briggs and they are going to start the paving project tomorrow! A strategy of annually repaving priority sections of Campbells Way over the next several years is anticipated.
HOA Volunteers completed some additional repairs last weekend to rotten boards alone Lila’s Beachwalk as well as cutting down a couple of trees that were leaning over the trial near the wetland area and a large tree presenting a potential danger of falling on the Pumphouse servicing the 14 Lots at the tip of Bell’s Point. The HOA is in the process of drafting a Request for Proposal (RFP) regarding options to upgrade Lila’s Beachwalk as adopted at the 2022 HOA AGM.
Also, just a quick reminder to pick up after your dog when out walking the community common areas. A complaint was received this month regarding someone not doing so on Lila’s boardwalk.
Finally, we are happy to report that the 2023 Annual Fees have now been paid by all lot owners in the community. Thank you for your payments!
Your Sunset Dunes PEI HOA Board
