Getting more Voting Members

In the February 2023 Minutes of the HOA is this statement of the Neighborhood Committee (of the Board).

"The committee is working on making sure each neighborhood has an alternate and voting member in place."

Jesse McClinton was appointed by the HOA's President, Justin Martin, in October 2021 as the Chairman of the board's Neighborhood Committee. (This is not the same as the Neighborhood Committee that each of the 28 Neighborhoods in The Summit is supposed to have.)

The Minutes of the October 2021 board meeting read, in part: "Jesse will be sending an email to the neighborhood representatives. Coming up with an alternate way to obtain signatures for neighborhood representatives was discussed."

As of today (8/12/2023) there appear to be 23 Voting Members (VM) listed on the HOA's website. For some neighborhoods, it's not clear if the named person is a VM or Alternate; ex., for Glen Meadow there are two names listed, but it's not possible to tell whether the first is the VM. 

There are 28 Neighborhoods. Every Neighborhood is supposed to have one VM and two Alternates.

Four neighborhoods are marked Open. This means no representation at all. No VM. No Alternates. The neighborhoods of Autumn Glen, Indigo Springs, Pine Brook, and Waverly Place are not represented.

There are 26 Alternates named. Some neighborhoods have two; some, one; some, none. There should be 56 Alternates, according to the By-Laws.

The October 2021 Minutes are confusing. What could "alternate way to obtain signatures" mean? 

First of all, "getting signatures" is not even a valid way of selecting a VM or Alternates. 

The only valid "alternate way" is following the By-Laws. The By-Laws require each Neighborhood to hold an Annual Neighborhood Meeting and Annual Election of a three-member Neighborhood Committee. The Committee then selects the VM. The other two committee members are Alternates.

Because of the importance of the Voting Member, each neighborhood's election should be documented in writing, preserved, and reported to the HOA, where its record should be filed and preserved.

This is what Jesse should be doing.

Is every neighborhood going to hold its Annual Neighborhood Meeting between now and October? If not, there may be no legitimate VMs (or less than a quorum), when the HOA Election Day rolls around on November 7, 2023. 

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