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Planning Committee


Theol Jackman, Chair

Sue Pardue

Kathy Kincheloe

Susan Green

Carol Schumacher

February 15, 2019

Meeting Minutes

March 1, 2019

Meeting Minutes



Circle D Civic Association Elections Calendar 2019


March 11, 2019:  Postcard mail out notifying Membership that nominations are open.


March 18, 2019 or shortly thereafter:  Mail out notifying Membership of the election.


March 20, 2019 (or second business day after notification of election): The Membership Voting List is available for inspection by members entitled to vote at the Membership meeting online and at the Circle D office during regular business hours.


April 18, 2019:  Deadline for nominations.


May 3, 2019 or earlier:  Election packet mailed to Membership to include election ballots, candidate bios, and instructions on absentee voting, filing a proxy, and reserving lunch. 


May 11, 2019, 8:30 a.m.:   Meet the Candidates Forum at the regular monthly Board meeting.


May 15, 2019, 10:30 a.m.:   Posting of meeting notice 72 hours prior, by website posting and email notice to members.


May 17, 2019, 10:30 a.m.:   After this time, no absentee ballots will be accepted.


 May 18, 2019, 10:30 a.m.:  Annual Meeting and Elections





Timeline of events as mandated in the Bylaws:

Set the date and time for the Annual Meeting. Article 3. Section 3.1.

Sixty (60) days prior to the Annual Meeting, notification shall be given to all members asking for self-nominations to run for a position on the Board of Directors. Article 5. Section 5.1.

No later than thirty (30) days from the Annual Meeting, members who wish to run for a position on the Board must submit a written response to the notice asking for self-nominations and  a short biographical note, no longer than 250 words to the Association. Article 5. Section 5.1. 

Fifteen (15) days prior to the date of the Annual Meeting an election packet must be mailed. The election packet will include an election ballot, a list of candidates ranked in alphabetical order by surnames, a notice of the election, separate instructions for filing of a proxy for those members who desire to do said proxy, and separate instructions on how to mail in an absentee ballot for those members not attending the Annual Meeting. Article 5. Section 5.1. 

At least Ten (10) days before the Annual Meeting, written notice of each meeting shall be given by mailing a copy of such notice to each member entitled to vote at the address last appearing on the books. Such notice shall specify the place, date and hour of the meeting. In addition, the Association will post and email a copy of the meeting notice. Article 3. Section 3.3.

Two (2) days after the written notice has been given, the membership voting list must be made available for inspection by members entitled to vote at such meeting for the purpose of communications with other members concerning the meeting. Article 3. Section 3.6.

Seventy-two (72) hours prior to the start of the meeting, the Association will post a meeting notice in either a place located on the Association's common area or on any internet website maintained by the Association. Also the Association will send a copy of the meeting notice by email to each member who has registered an email address with the Association. Article 3. Section 3.3.

At the First meeting of the Board of Directors following each Annual Meeting of the members, the election of officers shall take place. Article 8. Section 8.2.

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