Election Key Dates and Procedures

Proof of ownership (a copy of the recorded deed) and a statement by the candidate that qualification requirements are met are required with the submission of the Application for Candidacy.

The Elections Committee will receive applications to electionscommittee@tahoedonner.com. Applications must be submitted electronically in PDF format. The close of nominations is at 10:00AM on April 15, 2025.

Nominations will be evaluated by the Elections Committee consistent with the Association Election and Voting Rules. The Elections Committee will confirm with the Association Accounting Department that the ownership documentation provided by the candidate is consistent with Accounting’s ownership records.

Responses will be communicated to the candidates by email within seven days of application submission, acknowledging receipt and confirming whether or not the candidate is eligible to run for the board. If a candidate is determined to be not eligible the candidate will be provided with Internal Dispute Resolution procedures.

MEMBER ADVOCATE VERIFICATION FORM
Non-candidate members may advocate a point of view related to the 2025 Director Election via any of the following means:
• Submit a Director Election Statement that will go on tahoedonner.com/boardelections and in the ballot packet mailed to members
• Provide a 2025 Director election-related personal website link that will go on the Tahoe Donner Elections website
• Speak at the June 3 Director Election Forum following the candidates
• If there is a TD News Q&A article for candidates, an equivalent amount of space as a candidate receives will be provided to a Member Advocate, following the candidates’ Q&A.

In order to be eligible to participate in this manner, non-candidate members must complete a Member Advocate Verification Form, which will be available on tahoedonner.com/elections starting on March 13, 2025. The Elections Committee will receive forms at electionscommittee@tahoedonner.com. Forms must be submitted electronically in PDF format. The close of submitting Member Advocate Verification forms is at 10:00AM on April 15, 2025.

Member Advocate verification forms will be evaluated by the Elections Committee consistent with the Bylaws Article III, Section 4. The Elections Committee will confirm with the Association Accounting Department that the ownership documentation provided by the Member Advocate is consistent with Accounting’s ownership records.

Responses will be communicated to the Member Advocate by email within seven days of verification form submission, acknowledging receipt and confirming whether or not the Member Advocate satisfies the eligibility requirements.

Pursuant to the Association bylaws and Election and Voting Rules, if the acclamation requirements are met (same number of candidates or less as open positions) a Board Meeting /agenda item listing the candidate’s name will be scheduled to consider the candidate elected by acclamation. A notice will be sent to members communicating that this meeting/agenda item is scheduled.

If acclamation requirements are not met the Elections Committee meets to finalize the list of eligible candidates and oversees a blind drawing of candidates’ names which will determine the placement of candidates’ names on the ballot, candidate statements in the election packet, on all other communications, and at any campaign event.

An Election Notification announcement will be sent to members by general notice and will contain:
• Final list of eligible candidates
• Voter list verification/update procedures and deadline
• Date, time, address or physical location that completed ballots must be returned
• Election meeting date, time and location
• Procedures if a quorum is not met.

The Elections Committee Chair notifies the Board of the list of candidates for election.

Each candidate and each verified member advocate may, but is not required to, submit a Director Election Statement that is reasonably related to the election. The statements must be in PDF format and sent to electionscommittee@tahoedonner.com. The Director Election Statements will be included in the voter packet mailed to members containing the election ballot and will be posted to the Tahoe Donner Elections website. The printed copies that go in the voter packet will be in black and white.

• Specifications: Director Election Statements shall not, when printed, exceed two 8½” x 11″ pages. If the PDF statement exceeds two printed pages the Director Election Statement will be deemed to be only the first two printed pages.

• When provided to members in the voter packet and on the Elections website a disclaimer will be presented separately by the Association that “pursuant to California law, the Association is not permitted to edit or redact any content from the Director Election Statements. The author of each Director Election Statement, and not the Association, is responsible for the content of his or her Director Election Statement”.

• By submitting a Director Election Statement, all candidates and Member Advocates accept full responsibility for its content and agree to indemnify the Association and its agents and representatives for any and all damage arising from or related to any such content. It is each Member’s responsibility to confirm that his or her Director Election Statement was received by the Association.

• Each candidate and each member advocate may, but is not required to, provide a URL to a personal website reasonably related to the election and his or her name and email address. Email this to electionscommittee@tahoedonner.com. If provided, the URL, name and email address will be posted to the Tahoe Donner Elections website.

• Any member advocate who wishes to speak at the June 3 Director Election Forum must so notify the Elections Committee along with his or her name and contact information by email to electionscommittee@tahoedonner.com

• Any candidate who wishes to withdraw is asked to notify the Elections Committee by this date.

Election materials are mailed to members and include:
• Notice of Annual Membership Meeting
• The ballot and instructions for mailing and returning ballots
• Director Election Statements
• Website address that contains Election Rules

The event will be moderated by the Inspector of Election and will focus on topics submitted by members by the May 22 5PM due date at electionscommittee@tahoedonner.com.

At the regular board meeting on this date, the Accountancy Firm will commence tabulation of ballots. Ballots delivered in person will be accepted and replacement ballots will be available during this meeting until its adjournment at 5PM. The Inspector of Election will attend this meeting to oversee the ballot counting process. At least one Elections Committee member will be in attendance.

The deadline for receipt of Director Election ballots mailed or personally delivered directly to the Accountancy Firm is 5PM.

The Annual Membership meeting will be held from 10AM to 12PM. Personally delivered ballots are accepted at the Annual Membership meeting from 10AM to 11:30AM, at which time voting in the Director Election will conclude. Replacement ballots will be available until the conclusion of voting. The Inspector of Elections or his appointed assistant will attend to oversee the voting process. At least one member of the Elections Committee will be in attendance.

Prior to the conclusion of the meeting, if a 25 percent quorum is achieved and the election results are certified by the Inspector of Elections or his appointed assistant, results (including vote count) are announced at the meeting and communicated to the membership via e-mail blast, Tahoe Donner media boards, and Tahoe Donner News.

If less than 25 percent of the voting power of the Association, the quorum requirement, has submitted valid ballots, the failure to achieve a quorum will be announced (but not the vote tally), and the meeting, along with the culmination of the Election, will be adjourned to the following morning.

As soon as the Election results are certified by the Inspector of Election, the results (including vote tally) are announced and posted at the Northwoods Clubhouse, distributed via member email blast and published in the next Tahoe Donner News.