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Meeting/Voting

Voting Ballot Here
No active ballot at this time.
 
You will need your Access Key to vote. If you don't have a key, contact your organization's election administrator.
 
Election Results
Annual Meeting
(a) notice of any Annual or Special meeting of the Association shall be given to each registered Owner or Owner of record at least twenty (20) days, but not more than sixty (60) days prior to an Annual or Special meeting in accordance with the requirements of  Article XV, Section 8 herein. 
 
(b) an Annual or Special meeting shall be held to :
 
(1)   accept and hear from any candidates declaring for open seats on the Board of Directors,
 
(2)   discuss and debate any planned expenditures, ballot referendums, initiatives, proposed changes to governing documents and to
 
(3)   hear motions to add additional ballot items.
 
(c)   a polling period will follow with such polling period to be completed and votes counted no later than 6 weeks after the Annual or Special meeting in accordance with the requirements of  Section 11 herein. 
Meeting Announcements
The notice must specifically include the following elements for a vote to be valid:
 
(a)   the meeting date location and time;
 
(b)  the polling start and end date.
 
(c) a preliminary list showing all matters to be voted on and the voting options ;
 
(d)  instructions on how unregistered members can register or and how registered members can update their registration;
 
(e)   In addition:
 
(1)      if the ballot is to include the Election of Directors, the notice must include the number of vacant director seats to be filled, a call for volunteers and nominations, the names and addresses of the directors that are still in office , and the names and addresses of any initial volunteers or nominates, and a link or a copy to any candidate statements provided by the candidates;
 
(2)      if the ballot is to include budget or spending approval, the notice must a link or a copy of the proposed budget or spending and the proposed assessment rate, a copy of the actual spending for the prior two years, and a year to date spending for the current year;
 
(3)      if the ballot is to include capital improvement expenditure, the notice must include a link or a copy of the proposed capital improvement, specifications, the costs, locations, and bids;
 
(4)      if the ballot is to include Amendment of the Bylaws or C&R, Building Standards, Design Requirements, or Community Rules, the notice must include a link or a copy to the proposed amendment or changes showing the original and proposed text. 
 
The communication of a notice in the manner provided in this Article shall be considered notice served.
Registration & Vote Quorum
Registration. Register to vote here: https://bit.ly/3xEKi25
 
Quorum. Participation by either fifty-one percent (51%) of the Owners in good standing under ARTICLE IV  or  fifty-one percent (51%) of all Owners, which ever is achieved, shall constitute a quorum.  Participation is defined as tendering a ballot. 
 
If the required quorum is not achieved during the specified polling period, a notice extending the polling by 30 days shall be sent by certified and first class mail to all Members that are eligible to vote and have not yet voted.  A paper ballot will be included along with the notice.  At the end of the extension, the ballots tendered shall constitute a quorum.
 
Notices to members that have not voted must all contain the exact same wording and be sent on the same day to each and every member that has not voted.
 
Voter Registration
 
Owners shall register to vote by providing an e-mail address, mail address, phone number, and other information such as proof of ownership as requested by the Association. Owners shall select a preference for balloting as either e-mail/electronic or mail/paper.  Any Owner that has not registered shall receive a ballot by mail at the address listed by the Dallas Central Appraisal District. Members are responsible to make timely notifications of changes to registration information. 
 
Eligibility
 
All Owners are eligible to vote.  Only one ballot per living unit will be counted.  If multiple ballots are casts, the last ballot received will be counted. 
 
All Owners are eligible to serve on the Board of Directors, except when the board is presented with written, documented evidence from a database or other record maintained by a  governmental law enforcement authority that a Owner or  Board member has been convicted of a felony or crime involving moral turpitude. In such cases,  the owner is immediately ineligible to serve on the board and if currently serving on the board, will be automatically considered removed from the board and prohibited from future service on the board.
Initiatives and Candidacy
All candidates and all points of view are entitled to equal access to the Members in order to ensure fair campaigning.   Any Member may submit a position paper or letter to the board of directors prior to a meeting or a vote notice and this document will be presented along with any others, in an orderly fashion.
 
 
INITIATIVES. Ballots shall provide for the selection of "approve”, “disapprove”, and is some cases “abstain".   An initiative signed by 10% of the Members in good standing shall be placed on a next Association ballot for a vote.  The initiative will be described in full and will include two impact statements, one authored by the Board and one authored by the sponsors describing the implications of approval or disapproval.
Ballots & Polling
Section 9: Ballots
 
code sent to e-mail on vile with Mgmt company.  Voting starts 3/1/2022-3/15/2022.   https:secure.electionbuddy.com/1234-ABCD-5678-EFGH.
 
Members will be provided with the option to vote by electronic ballot and by mail. Electronic ballot means a ballot  given by e-mail, facsimile, or posting on an Internet website for which the identity of the property owner submitting the ballot can be confirmed; and for which the property owner may receive a receipt of the electronic transmission and receipt of the owner's ballot.  If an electronic ballot is posted on an Internet website, a notice of the posting shall be sent to each owner that contains instructions on obtaining access to the posting on the each owner that contains instructions on obtaining access to the posting on the website.
 
All votes cast must be in writing and signed by the Member.  Electronic votes cast constitute written and signed ballots (as per Texas Property Code Sec. 209.0058).
 
(a) ELECTION OF DIRECTORS.  All volunteers and nominees will be placed on the ballot provided that the volunteer or nominee is a member in good standing and has agreed to serve if elected.  The volunteers and nominees shall be listed on the ballot in alphabetical order with a candidates statement of up to 50 words if provided by the candidate.
 
(b)  REFERENDUMS.  Ballots shall provide for the selection of  "approve, disapprove, or abstain".   The referendum must be approved by the Board to be placed on a ballot.  The referendum will be described in full and will include an impact statement authored by the board describing the implications of approval or disapproval.
 
All ballot must contain each proposed action, provide an opportunity to vote for or against each proposed action, and provide date and instructions for the delivery of the completed ballot.  
 
Section 10: Polling
 
At the discretion of the Board of Directors, polling shall be for a specified timeframe of  10 - 30 days. If a quorum is not achieved, polling shall be extended as provided in Section 4.  Polling may be initiated as early as the date of Annual or Special meeting provided a final paper ballot with all of the voting options is available, but no later than 7 days after the meeting. 
 
At any time during the polling, all Owners that have not participated may be resolicited.  Multiple notices and requests may be sent provided that  same notice is sent to each and every Owner that has not voted.  
Vote Counting
Section 11: Tabulation, Confidentiality and Access to Ballots, and Archiving
 
Ballots shall be tabulated by one or more independent tabulators, individuals who are not a candidate in a contested election or who are otherwise the subject of an association vote, or related to a candidate within the third degree by consanguinity or affinity.
 
The tabulators shall not disclose to any other person how any individual voted.   A person other than an individuals who tabulates votes may be given access to the ballots cast in the election or vote only as part of a recount process authorized by law.
 
All ballots shall be archived in a sealed enveloped in the Association record and may only be opened as part of a recount process authorized by law.
 
 
Majorities & Super-majorities
Section 5: Winner Determined by Plurality
 
Except as provide in Section 7, once a quorum is constituted, a plurality of votes shall determine the winners. A majority is not required.  In the event of a tie, a coin toss will determine the winner.  
 
Section 6: Sixty-seven percent (67%) Majority Required to Determine Winner
 
For any action by the Association regarding the following matters,  approval of sixty-seven percent (67%) of the owners will be required to approve an action allowing the Association :
 
(a) to dedicate or transfer all or any part of the Common Properties to any public agency, authority or utility as provided in Article VI, Section 3;
 
(b)  to levy a Special Assessment as provided in Article VII, Section 5;
 
(c) to operate without a managing agent;
 
(d)  to materially amend the Declaration of Covenant and Restrictions. An addition or amendment to the Declaration shall not be considered material if it is for the purpose of correcting technical errors or for clarification only.  An eligible mortgage holder who receives written notice to approve additions or amendments to the Declaration who does not deliver or mail to the requesting party a negative response within three (3) days of receipt shall hereby be deemed to have approved such requests.
 
(e)   to amend a Design Requirement in Article VIII or a Community Covenants  in Article IX.
What are the requirements for an annual community meeting?
 
The association must have at least one annual meeting per year. See the "Meeting Announcement" tab for the invitation requirements.
 
What are the requirements for voting?
 
Voting is done online and requires 51% of the owners to participate to be valid. See the "Vote Quorum & Registration" tab.
 
How many open board meetings are required?
 
Recent changes to Chapter 209 of the Texas Property Code require homeowners association's to have "open" board meetings and the recommended frequency is at least four times a year. Members of the HOA (i.e., the property owners) have the right to silently attend/observe board meetings, but only have the right to speak if they are on the agenda. This requirement does not extend to non-owners (such as renters) or members of the public.
 
What is this years' meeting/voting schedule?
 
  DATE TYPE LOCATION MINUTES
  ------------ ------------------------- ------------------ ----------
  01-13-21 Vote Online Link
  02-22-21 Annual Mtg South Library Link
  04-13-21 Board Mtg Online Canceled
  07-13-21 Board Mtg West Library Link
  08-03-21 Voting information   Link
  10-05-21 Board Mtg West Library  
  01-11-22 Annual Mtg CHRIST Church  
  01-17-22 Vote: Jan 17-27 On-line Link
South Irving Library, 601 Schulze Dr, Irving, TX 75060
West Irving Library, 4444 W Rochelle Rd, Irving, TX 75062
CHRIST Church Irving, 1750 E Airport Fwy, Irving, Texas
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