Nominating & Election Committee

DRAFT Committee Charter

1. Purpose

The Nominating & Election Committee (“Committee”) assists the Association by facilitating a fair, transparent, and well-organized process for nominating candidates and conducting elections for the Board of Directors, consistent with the Association’s governing documents and applicable Florida law.

2. Scope of Responsibilities

The Committee’s duties include (but are not limited to):

• Candidate Nomination Process.

Coordinate the nomination period and invite homeowners to submit nominations, including self-nominations if permitted by the governing documents or election procedures. Verify that candidates meet eligibility requirements under the governing documents and applicable law.

• Candidate Information & Communication.

Prepare and distribute candidate information (bios and statements) to homeowners in accordance with HOA rules and deadlines.

Ballot Preparation & Election Logistics.

Assist with preparing ballots and ensuring they reflect all qualified candidates. Support election logistics (ballot distribution, collection, proxies if applicable, and secure tabulation) consistent with the governing documents.

• Election Day Procedures.

Facilitate the election process at the annual meeting or during the designated voting period, ensuring integrity, transparency, and confidentiality of ballots.

• Results Reporting.

Tally votes accurately and report certified results to the Board of Directors and membership in accordance with the governing documents.

• Community Surveys / Polls (Board-Requested).

At the request of the Board of Directors, the Committee may assist in developing and distributing community surveys or informal polls to gather homeowner feedback on community priorities, projects, or proposed initiatives. Survey results will be summarized and provided to the Board for consideration. Surveys and polls are non-binding unless otherwise stated by the Board and do not replace any voting requirements under the governing documents or Florida law.

3. Authority & Limits

The Committee facilitates the nomination and election process but does not appoint directors or make Board decisions. The Committee may implement procedures approved by the Board but may not override the governing documents or Florida law. Committee members must avoid conflicts of interest. Candidates for the Board should not serve on the Committee during the election cycle in which they are running.

4. Membership & Term

The Committee shall consist of [three (3) or more] members appointed by the Board. Members should be homeowners in good standing and not current candidates for the Board during the election cycle they serve. Terms run for the duration of the election cycle unless the Board specifies otherwise.

5. Meetings & Records

The Committee shall meet as necessary to fulfill its duties. Records related to elections and surveys will be maintained consistent with the Association’s recordkeeping policies.

6. Board Oversight

The Board of Directors may provide procedural guidance and must approve any formal election rules or timelines not already established in the governing documents.

7. Charter Review and Amendment

This Charter may be reviewed periodically and amended by the Board of Directors to remain consistent with governing documents and community needs.

Electronic Voting Info

Refer to Electronic Voting Info for more information how a Member can consent to E-Voting and the E-Voting process.

Committee Documents

Click the links below to access current committee documents: