Voting SOP

Ritter’s Hidden Valley Maintenance Inc

PO Box 146

Capon Bridge, WV 26711

SOP Membership Voting

June 28, 2021

Scope                                                             

The intent of this document is to allow fair and easily accessible voting for all property owners. The spirit behind these procedures is to allow and facilitate participation in the RHVM Inc member voting process.

This document contains procedures and guidelines for the Official HVM Inc ballot process and will be referenced as an addendum to the Annual Meeting instructions as contained the RHVM Inc Bylaws.

HVM Inc bylaws have specific measures for meetings and elections, this is especially important for establishing quorums for membership meetings and changing of bylaw issues; both have different quorum requirements. The bylaws should be referenced for when and how membership voting is accomplished but are silent a number of guidelines and procedures in this document.

Methods

The RHVM Inc accepted member voting practices are, including but not limited to, mail in ballots, electronic ballots, in person polling, and by proxy. The policy guidelines set forth will provide clarity for the voting process. This will ensure each eligible member will be able to submit a ballot or proxy while avoiding any chance of erroneous voting, thereby validating the vote.

HVM Inc will be utilizing secure online voting along with mail-in ballots, proxies and in person voting as has been accepted in the past.

 Electronic Voting

1)    The secure voting system will require a username and third party generated password.

2)    Members will be instructed, once submitted, their proxy will be assigned to the board of directors. This will not exclude a member from attending a meeting in person, i.e., Annual Meeting, and voting in person instead.

3)    Electronic ballots will be bannered, “It is understood the submission of your vote will count towards a quorum for the meeting.”

A)    Mail In Ballots

1)    Each eligible voting member will be sent a paper ballot via USPS in a time frame as described in the bylaws. Multiple ballots will be sent to members that own multiple properties, i.e., 1 property equals 1 ballot, 2 properties equal 2 ballots.  

2)    Each ballot(s) will be numbered and assigned to an eligible voting member. Each ballot must be signed by the property owner and sent to the HVM Inc’s mailing address by the timeframes set forth in the Bylaw ballot instructions. Ballots not signed, will not be counted.

3)    Mail in ballots arriving on time, will remain sealed until the designated tabulation time.

4)    Tabulation of mail in and electronic ballots will be performed by a third party, non-property owner, non-employee or agent of the HVM Inc.

5)    It is understood the submission of your mail-in ballot will count towards a quorum for the ballot questions and hold the meeting. This will not exclude a member from attending the meeting. Any voting member may submit a proxy for representation of any new business. 

B)    In Person Ballot Submission

1)    An eligible member attending the meeting in person that has not previously submitted a ballot, by mail or electronically, will be given a paper ballot(s) to cast.

C)    Proxies

1)    Eligible voters will be sent an invitation/instruction packet containing instructions for the option to assign their proxy with a supplied form to a member or board member of their choice.