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GM Notes Board Meeting - October 24, 2018 - Part II

Discussion in 'Business Office' started by Office, Oct 25, 2018.

  • by Office, Oct 25, 2018 at 5:06 PM
  • Office

    Office Business Office

    --- Continued from Part I ---

    Letter of Direction for the Finance Committee – In the past, Boards have provided written instructions to the committee to reduce conflict and clarify objectives. The Board is constructing such a letter for the FY20 Finance Committee but it is not yet finished.

    2019 Board Calendar (V) – Adjustments made for 2019 and it was approved by the Board.

    Tax and Service Audit Contracts (V) – We tried to get 3 bids but one didn’t respond and one sent an email saying their slate was full so the Board sole sourced to Robinson, Farmer Cox & Assoc which the rules allow for as long as we make an effort to get more than one bid.

    Electronic Voting – The Board asked the GM to get some information on electronic voting to them right away. The GM said she had already begun to do some preliminary research and has two community volunteers who have experience with electronic voting and are willing to help.

    Tie Vote: The Board looked at 4 options regarding the time line for the election runoff vote:

    Fastest – Do it right away with help from community volunteers. The downside apart from not allowing for enough time to vet electronic voting we have a REQUEST FOR INJUNCTION being heard in Stafford County Court on November 19th to render the election invalid. This was filed by a resident. Though there appears to be no legal basis for an injunction, that has to be decided by a judge and should it be granted, the run-off would be invalidated as well and we would have wasted time and money.

    Between the Holidays – It’s not immediate but its soon but the holidays are likely to impact a quorum and the Board wants the policy to work as intended – let the residents decide the tie. Without a quorum the Board would appoint.

    After the Holidays – This is the option recommended by our attorney and gives us the best shot at considering/implementing an electronic voting option and getting a quorum. The new Board member would only miss one meeting in Dec (and that’s not usually a busy meeting). This the option the Board selected.

    Annual Mailing – A Director suggested that the annual mailing is only a month later on Feb 20th and that would save us the entire cost of mailing if we just added the ballot to that mailing ($2,700 materials and staff).

    Executive Session – Member issues, write offs and legal matters.

    --- Continued to Part III ---
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Discussion in 'Business Office' started by Office, Oct 25, 2018.

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