Procedures for Conducting Elections of HBE Board of Directors—Fall 2005

1. All procedures be conducted in accordance with the BYLAWS of the Hammock Beach Estates Home Owner’s Association (HBEHOA) -. Recent amendments to the By-Laws allow for voting for the Board of Directors to be in person or by absentee ballot. Proxy voting is no longer permitted for the election of officers, although it is permitted for voting on other matters and for determining a quorum.

2. Association members may nominate themselves or other members of the association by contacting the Board Secretary, Peggy Steele, by November 10, 2005. Nominations may be provided to the Secretary in person, by phone (446-9094) or by email (mfs618@aol.com). Nominating information should include

· The name and address of the nominee and (if different) the name and address of the person making the nomination.

· whether the nomination is for a one-year or two-year term position

3. The Secretary will compile the list of nominees. If someone is nominated by another member, the Secretary will only add the nominee to the list after contacting the nominee to confirm that the person is willing to run for the Board and confirm the term length that the nominee is seeking. If the nominee declines, the Secretary will inform the person who made the nomination of that fact.

4. The Secretary will obtain from each nominee a brief one or two paragraph statement that describes the nominee’s background and interest in serving on the Board.

5. If Secretary has not received enough nominations by November 10 to fill the three 2-year and two 1-year positions, she will inform the other Board members who will decide at that time the action they will take to encourage additional nominations.

6. At the November 17 Board meeting, the Secretary will present the ballot and nominee background information that will be distributed to each lot owner. The ballot will include proper signature authorization for lots owned by multiple owners and instructions for voting by absentee ballot or in person at the annual meeting. Voters will be instructed to vote for not more than five nominees

7. Nominations will officially by closed as of the conclusion of the November 17 Board of Directors meeting. However, as required by the by-laws, the ballot will still provide a space for write-in candidates.

8. By November 21, the Secretary will mail or email (if requested by the lot owner) the ballot with voting instructions and nominee background section. NOTE: For this election, lot owners receiving ballots by email will need to print the ballot and submit a signed paper ballot if voting absentee.

9. Voting will take place at the annual meeting by those in attendance (blank ballots will be available for those in attendance). The vote count will include all valid absentee ballots. To be valid, an absentee ballot must be received by the Secretary prior to the start of the annual members meeting at 7:00 pm on December 8, 2005. Members may give an absentee ballot directly or indirectly to the Secretary or mail it to the Association’s post office box. The Secretary will make a final collection of ballots from the PO Box after 11am on the day of the annual meeting.

10. The Secretary will collect and maintain the confidentiality of all absentee ballots and deliver them to the election committee during the voting process at the annual meeting.

11. Ballots will be opened and jointly counted by a three-member election committee selected from volunteers in attendance at the annual meeting. The Secretary will provide the election committee a lot owner roster so the election committee can ensure that each lot owner votes only once.

12. The election committee will tabulate results and report the results to the membership at the annual meeting.

13. At the conclusion of the annual meeting, the new Board will hold a short meeting to determine the office each Board member will hold.

14. In the event that there is only one nominee for each of the five Board member positions, a motion can be made and approved by those in attendance to waive the prescribed written voting process and to vote by show of hands on the entire slate of nominees.