We hope that you are all enjoying this lovely start of summer weather. And with the PEI travel restrictions starting to be eased, we hope some of you have the opportunity to visit the Island.
The HOA Board has lately been doing work to prepare for the first Annual General Meeting (AGM) of the Sunset Dunes PEI HOA to be held in the first half of August. A tentative date of the early afternoon Saturday, August 14 is proposed for the AGM, with the likely format being a combined Zoom and in-person PEI gathering. A formal announcement and agenda for the AGM will be issued in July.
In addition, we are organizing a second HOA members Townhall for Saturday June 26 from 4:00 PM to 5:50 PM Atlantic time, with the focus being on discussing plans for the AGM so that we can have a productive first HOA membership meeting. At this Zoom town hall meeting, we will have an opportunity to discuss the upcoming election process for the Board of Directors along with the other standard agenda items for the AGM of the HOA.
At the most recent HOA Board meeting, the Directors developed a detailed election process leading to the selection of a newly elected Board of Directors at the August 14 AGM. The election process is composed of three periods; a nomination period, a campaign period, and 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.
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 of 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, similar to how the community survey was conducted back in April. 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.
The Timing of the 2021 Board Election Process:
- The nomination period will start on July 1 and end on July 16
- The campaign period will start on July 18 and run until the close of voting
- The election voting period will start on July 25 and end on August 11
- The results of the voting will be announced at the AGM on August 14
A Zoom invitation for the upcoming members’ town hall will be issued shortly. We look forward to seeing as many of you as possible on Saturday, June 26 from 4:00 PM to 5:50 PM Atlantic time to help prepare for the August AGM.
Your Sunset Dunes PEI HOA BoD
