ACLPOA TELLERS COMMISSION GUIDELINES
REQUIREMENTS (See Bylaws, Article XIII, Sec. 11)
- Tellers Commission to consist of not less than Five(5) Members approved by the Board.
- Not less than two months prior to the commencement of the annual meeting, adopt written Tellers Commission Guidelines which will describe the procedures it will follow to count all valid Written Ballots at all votes taken during the following year. Guidelines shall be submitted annually to the Board for approval at the April Board Meeting.
- Before beginning to count Written Ballots, obtain the General Manager’s verification that the signature of the Voting Member whose name appears on the Return Envelope is authorized to vote for each Lot or Dwelling identified on the Return Envelope.
- Count all of the Written Ballots cast by all eligible Voting members, and report the results to the Board President.
- Allow candidates or his/her representative the right to be present at the counting of the ballots.
- Deliver to the General Manager for safekeeping for a period of one year, all Return Envelopes and Written Ballots.
- Ensure that all actions taken shall be taken in such a manner that the vote of any Voting Member shall not be disclosed to anyone, including the members of the Tellers Commission.
- The Commission is to have contact with members of the Association on any matters involving functions, duties, and activities within its field of responsibility, and to submit a report to the membership at the Annual Meeting.
GENERAL MANAGER’S DUTIES:
- Upon receipt of each Return Envelope, the General Manager will verify that the Voting Member whose name appears on the Return Envelope is authorized to cast Written Ballots for each Lot or Dwelling listed on the outside of the Return Envelope.
- The General Manager shall place all unopened Return Envelopes in a secure lock box until the day of the meeting at which the Written Ballots are to be counted, and shall then deliver the Return Envelopes, unopened, to the Tellers Commission on the date set for the votes to be counted.
- The General Manager shall permit a Voting Member, not less than one day prior to the start of the meeting, to request his/her Return Envelope be returned and a new Return Envelope, Written Ballot(s) and a new Ballot Envelope be supplied to Voting Member, so he/she may submit a new Ballot Envelope and a new Written Ballot.
THE TELLERS COMMITTEE DUTIES:
- Obtain the General Manager’s written verification that for every Return Envelope delivered to the Teller’s Commission, the GM has determined that the person whose name appears on the Return Envelope is the designated Voting Member for EACH Lot and Dwelling listed on the Return Envelope.
- On the day of the annual or special meeting of Members, receive from the General Manager all Return Envelopes submitted by Voting Members. All such Return Envelopes shall be delivered unopened to the Tellers Commission.
- Separate all invalid Return Envelopes from the valid Return Envelopes. Set invalid Return Envelopes unopened aside for return to the General Manager. Tellers Commission will count all of the unopened invalid envelopes, and report on the total number of invalid Return Envelopes returned.
- Check number of ballots noted on outside of Return Envelope. Open the Return envelope. Check that the number marked on the enclosed Ballot Envelope conforms to the number of Lots listed on the Return Envelope. If no number is marked/circled on the Ballot Envelope, the Teller’s Commission representative may mark/circle the appropriate number that conforms to the number of lots listed on the Return Envelope.
- Gather all unopened valid Ballot Envelopes together for counting.
- Open all valid Ballot Envelopes and remove Written Ballots. Ballot Envelopes to be destroyed. Only Written Ballots that are in a Ballot Envelope will be counted.
a. Valid Ballot Envelope may contain more than one ballot.
b. If fewer ballots are enclosed in the Ballot Envelope than the number marked/circled on the Ballot Envelope, the ballots may be counted as valid.
c. If more ballots are enclosed in the Ballot Envelope than the number marked/circled on the Ballot Envelope, the ballots shall be declared invalid.
d. Set all empty Return Envelopes aside for return to General Manager.
7. Count all valid Written Ballots. A Written Ballot will be deemed to be invalid if:
a. the Written Ballot has not been placed in a Ballot Envelope;
b. there is no indication of what vote is being made on the ballot;
c. more votes are recorded than is permitted (e.g. 3 candidates to be elected, and ballot contains votes for more than 3; or ballot requiring a YES or NO vote, ballot votes for both YES and NO);
d. ballot is mutilated or illegible;
e. other ballot error as determined by Robert’s Rules of Order.
8. Tally votes using the following procedures:
a. In teams of two tellers, using a Tally Sheet, one teller reads the vote, i.e., the names of candidates receiving votes, or YES or NO as the issue is stated on the Written Ballot. The second teller places the vote on the Tally Sheet.
b. Each Teller team will give all Tally Sheets to the committee chair. The Chair will appoint one person to run the adding machine. The Chair will read the counts from each Tally Sheet. These counts will be run twice to verify the total count. Adding machine tapes will be stapled to Tally Sheets.
9. Under direction of the Chair, record the total counts on an Election Summary Sheet. Each Teller Commission member present and participating will sign the Election Summary Sheet. Specifics of the election results will be detailed on the Election Summary Sheet along with the total counts made accordingly by candidate name or by yes or no vote.
10. The Chair will give the election results to the Board President who will announce the election results at the Annual or Special Meeting.
11. Immediately after the announcement of the election results, unless a review of the procedure is demanded by ten (10) percent of the members present, deliver the Written Ballots and Return Envelopes to the General Manager to be secured and stored for one (1) year.
12. The Commission is to have contact with members of the Association on any matters involving functions, duties, and activities within its field of responsibility, and to submit a report to the membership at the Annual Meeting.
THE ELECTION RESULTS ARE CONFIDENTIAL AND ARE NOT TO LEAVE THE ROOM UNTIL AFTER THEY ARE ANNOUNCED BY THE PRESIDENT OF THE BOARD.
Approved: March 17, 2012
Hours: Meets for Annual Meeting
Reese, Patricia, Chair