Greetings from the Board – March 2023

Greetings from the Board
This month’s article is written by Dan Sturmon & Randy Kohout.  Dan is the Vistoso Community Association (VCA) Secretary, Architectural Landscape Review Committee (ALRC) and Nomination and Elections Committee Chair.  Randy is a member of the Nomination and Elections Committee. 

The Process for VCA Board of Director Elections

Phase I: Appointment of Nominating and Election Committee

The Vistoso Community Association (VCA) has Board of Director elections annually to fill Board seats being vacated by members completing their term limit. The first step each year is Board appointing a minimum of three VCA member volunteers to the Nominating and Election Committee, including the chairperson, for the next year’s Board election.  This appointment immediately follows the Annual meeting.  These Board appointed committee members oversee the coming year nominating and election processes in accordance with the Association Governing Documents.  The Committee works closely with First Service Residential staff, the VCA property management firm, to ensure completion of all necessary tasks leading up to and including the next year’s Annual Meeting.

Phase II: Call for Candidates

As members of the VCA, residents and commercial entities are encouraged to participate in serving on the Board of Directors. Association members are notified of the upcoming Board election with a “Call for Candidates’ post card mailed in the fourth quarter of the current year.   The “Call for Candidates” is also published in the December VCA Newsletter.  Candidates are solicited for open positions from three categories of membership: Single Family, Other Than Single Family, and Commercial. 

Once the “Call for Candidate” period has closed, the Nominating and Election Committee conducts an orientation for all interested candidates.  The orientation includes an overview of pertinent Association documents, the responsibilities and accountabilities of directors, and the anticipated time commitments for members of the Board.  The Committee also coordinates and facilitates a “Meet and Greet” where association members are encouraged get to know each of the candidate’s background and interest is serving on the Board of Directors.

Phase III: Community Voting

The Committee utilizes emails and the VCA website to encourage all Vistoso Community Association members to vote in the annual Board of Director elections.   Resident and commercial members are sent on-line electronic voting and mail-in paper ballot information approximately four weeks prior to the Annual meeting. The voting period lasts approximately three weeks.  The First Service Residential Staff receives and counts these ballots.  An independent audit of the ballot process is conducted after the close of the on-line and mail-in voting period and prior to the Annual meeting.  Statute requires that members are also provided the opportunity to cast their ballots the day of the annual meeting. Staff collects those ballots and adds those votes to the electronic and mailed ballots.  The final vote total is provided during the Annual meeting and the new Board of Directors is seated.  One of the first duties of this new Board is to appoint the Nominating and Election Committee members for the upcoming year.

Timeline for the 2023 Board of Director Election Process:

• March 24, 2022 – Board of Directors Appoints Volunteers to the Nominating and Election Committee.
• December 14, 2022 – Call for Candidates for 2023 open Board seats.
• January 13, 2023 – Call for BOD Candidate period closes.
• January 24, 2023 – BOD Candidate Orientation facilitated by the Committee.
• February 21, 2023 – BOD Meet & Greet facilitated by the Committee.
• March 1, 2023 – Election Packets mailed to Association Members. On-line voting opens.
• March 24, 2023 – Paper Ballots must be postmarked no later than March 24, 2023.  On-line voting closes at 7:00 PM MT. 
• March 28, 2023 – Independent Audit of On-line and Paper Ballots conducted.
• March 30, 2023 – In-person Voting may be done at the VCA office up to 6:00 PM.  Annual Meeting, new Board of Directors announced, and new Board appoints Nominating and Election Committee members for 2024.

Please Vote!