WCA Election Committee Final Report 

 

 

 

 

 

 Date:  April 9, 2019 

Committee Members 

Mary Griffin (SFH of WPV) Terrance Maloney (Harbor Links) Ward Farley (Saville) Eric Holt (Radcliffe)   Heather Greeley‐Hessefort (Keswick) Nancy Sells (Harbor Links) Lucas Capuzzo (Harbor Links) Russ Crooks (Bennington) 

 

   

 

 

 

Table of Contents  

 

Section 1.          Executive Summary & Recommendations 

Section 2.                     Suggested Conduct of Standards for Campaigning 

Section 3.          Election Procedures Used and Recommendations 

Section 4.          Electronic Voting 

Section 5.          Limited Proxy Ballot Recommendations 

Section 6.          Legal Opinions  

 

Appendix A:          Copies of Meeting Summaries 

Appendix B:          Westchase Code of Conduct 

Appendix C:          Comments Received from Residents

Appendix D:          Article by Chris Barrett—VM Why Run

Appendix E:                                         PROCEDURES FOR INSPECTION OF OFFICIAL  

                                                                                  RECORDS OF THE ASSOCIATION        

   

Section 1.         Executive Summary and Recommendations   

During the WCA Voting Members meeting on December 15, 2018, potential issues affecting community 

Voting Member elections were presented.  In response a committee was formed specifically tasked with 

the responsibility of conducting a thorough review of the existing voting process and procedures.  This 

report contains the findings and recommendations to the Voting Members.   

The committee comprised of eight Voting Members conducted a series of meetings, reviewed all 

applicable Westchase documents, Florida statute 720, and sought legal advice from the WCA legal 

counsel.  This summary provides the recommendations of the committee.  Complete details of the 

committee’s work and supporting information is available in the “WCA Election Committee Final 

Report”.  This report is available upon request from the WCA Manager. 

The following specific recommendations are made to improve WCA Voting Member community 

elections. 

1. Adopt the proposed Suggested Conduct of Standards for Campaigning.  This is a recommended set 

of standards for any candidate seeking election as a Voting Member.  They reflect recommendations 

or concerns raised by residents and a study of ethical conduct for Florida elected officials.  These are 

voluntary. 

 

2. Community education and information regarding the election process is required.  Utilizing the 

WOW, Westchase Chronicles, Nextdoor, and other social media, provide an explanation of how to 

become a candidate for Voting Member; the purpose and use of the limited proxy; how to become a 

“Declared Candidate”; and a copy Suggested Conduct of Standards for Campaigning.  This effort is 

intended to provide information and encourage residents to seek election. 

 

3. The designation of “Declared Candidate” allows a resident’s name to be printed on the limited proxy used in their community.  It also allows them to obtain information related to property owners who have not filed their limited proxy with the WCA Property Manager.  To become a Declared Candidate, a property owner must contact the WCA Property office not later than the fourth Monday in October.  They will also be required to sign the Westchase Community Association Code of Conduct effective 10/11/16.  A copy of the Suggested Conduct of Standards for Campaigning will be given to them.    A blank space for Write‐in candidates will be included on all limited proxies.  If elected, they will be required to comply with the Code of Conduct as do all Voting Members.   

 4. A revised “limited proxy” in a new format will be used.  Each proxy is accompanied by an 

explanation of its use. The new format will require the proxy to be signed by the property owner folded and inserted in a postage paid envelope.  (Only the property owner(s) named in the address label affixed to the mailer can sign and mark the proxy.)     It can be mailed to the WCA office or hand delivered.  To be accepted all proxies must be in the sealed envelope.  To maintain objectivity and impartiality, the President or Vice President of the WCA Board will vote all proxies.  If the property owner elects option (b) and appoints an alternate proxy holder, that person is obligated to vote as the property owner indicates on the limited proxy.    

 For a valid community election to be achieved, at least 30 percent of the property owners of that community must vote.  In the event that participation is not achieved, the community meeting will be rescheduled and efforts to achieve that level of participation will be made.   

5. Electronic Voting would provide many residents a fast and convenient way of voting.  This voting 

option should be explored to determine the feasibility, costs, and community acceptance.  This 

effort goes beyond the scope of this committee.  It is recommended that a committee under the 

direction of the WCA Board of Directors undertake an exploration of its feasibility for Westchase.  If 

Electronic Voting is implemented it does not eliminate the paper limited proxy being sent to all 

property owners.  Specific guidelines in Florida statute 720 provide the foundation for this study.   

 

6. During the election period, the time limited proxies are mailed (along with the annual assessment) 

and the scheduled community election, Declared Candidates can request from the WCA Property 

Manager a list of property owners who have submitted their proxies and those for whom have yet 

to submit them.  This list does not indicate how the property owner voted but only if a limited proxy 

has been received.  A Declared Candidate can request a one time copy no earlier than two weeks 

before and no later than three days before the annual community meeting.  This time frame allows 

property owners time to consider and submit their limited proxy.  It also allows candidates to 

contact neighbors who for whatever reason have not submitted theirs.   

 

All candidates must note:  Once submitted a limited proxy cannot be changed unless the property 

owner attends the annual community meeting and votes in person.  All proxies will be held and 

voted by the WCA Board President or Vice President.  

All candidates note:  Under the Suggested Conduct of Standards for Campaigning property owners 

who have cast their vote should not be contacted in an effort to change their vote.   

 

 

 

 

 

 

 

 

 

 

Section 2.         Suggested Conduct of Standards for Campaigning 

Categories 

Electronic Communications, Hard Copy, Door to Door 

1. Electronic Communications 

‐ Neighborhood email lists and neighborhood FB pages are for the purpose of disseminating 

information only during a campaign. 

‐ The sole purpose of either of these tools during a VM election campaign is for the 

publication of a candidate’s bio. Neither may be used as a campaign forum.  

 

2. Hard Copy 

‐ Candidates, or campaign helpers, may distribute campaign flyers as long as they go to EVERY 

home in the neighborhood. 

‐ Flyers must be put on the door handles, mailed via USPS, &/or banded to the mailbox flag.  

 

3. Door to Door Campaigning 

 

‐ A candidate must state clearly what his/her platform is and be civil at all times.  

‐ Disparaging fellow candidates is not permitted.  

‐ A candidate may go door to door one time only to speak to an owner. (The reasoning is to 

be respectful of neighbors who may not want to be bothered.) 

‐ Candidates must go to the front door or meet the resident in his or her yard. They are not to 

enter through open garages if uninvited. 

‐ If a candidate makes contact with a resident, but the resident has not submitted, or is not 

ready to submit, their ballot, the candidate may not return to that home.  (This reasoning is 

based on complaints by residents that the candidate had approached them up to 3 times.) 

‐ A candidate MAY NOT ask who a resident has voted for if that resident has already 

submitted their ballot. 

‐ A candidate MAY NOT tell a resident who to vote for.  

‐ A candidate must never harass a resident or make a resident feel threatened in any form. 

‐ A candidate may not use bribery in any form. 

Miscellaneous 

4.  Each candidate must read and agree to the Westchase Code of Conduct by signature in the 

WCA office prior to being placed on the ballot.  

 

5. Every candidate must submit a bio to the WCA office who will then send It to the current VM for 

publication via a neighborhood email blast and/or on the Neighborhood’s FB page.     

 

6.  A candidate running for Voting Member may be the owner or the spouse of an owner. 

Section 3.    Election Procedures Used and Recommendations 

Voting Member Election Procedures  

Participants:  Heather Greeley‐Hessefort               Russ Crooks                           Debbie Sainz, Property Manager  An in‐depth review of elections procedures utilized to conduct elections of Voting Members for the various Westchase communities was undertaken on Wednesday, January 23, 2019.  This included review of documents, procedures, Florida statutes, and established practices.  These procedures apply to all communities except those that have sub‐associations.  In those four communities residents elect a board of directors who in turn appoint a Voting Member to represent them.  The process outlined below reflect that used for the remaining communities.  A review of procedures related to election of the Westchase Board of Directors was also conducted and will be included a separate section of this report.  Procedures for Electing Voting Member  Candidates, who are Westchase property owners or their spouse are eligible to become Voting Members for their respective communities.  They must also be members in good standing with the Association.    To have a resident’s name put on their community’s VM ballot they must notify the WCA office not later than the third week in October.  This permits their names to be printed on the ballot prior to it being mailed to residents in their community.  This ballot is accompanied by the annual financial statement and assessment invoice.  A letter, Attachment (1), provides information specifically related to the Voting Member election process.    Recommendation:  The current ballot is a single card with return postage and address on the reverse side.  The issue of confidentiality of this voting form has been raised.  In response, the cost associated with the ballot being returned in a sealed envelope is being evaluated.  Once the resident casts their his/her vote, the ballot would be placed in the envelope.  Using the return envelope mail or personal delivery to the WCA office.     Ballots received by the Property Manager are logged when received from that resident.  Signatures are verified.  Ballots are held until that specific community meeting is held.  A spreadsheet listing residents who voted and those who have yet to return ballots is made available to all declared candidates upon  request.   The only information provided through this document is which residents have returned ballots and which ones remain outstanding.  Once the returned ballot is logged, it is secured by the Property Manager and securely held until the annual community meeting.  The annual meeting for that community is scheduled on a specified day in December.  At that meeting the Property Manager will provide a tally of votes by candidate based upon ballots received from the residents.        Note:  After the ballots have been officially counted at the annual meeting, they become available for public viewing upon request at the Property Management office.    

In determining the results of a community’s Voting Member election, the first requirement is that a quorum of at least 30% of the residents of the community has either submitted ballots or are present at the meeting to cast their vote.  (Florida statute requires a minimum number of residents vote to have a valid election.  The prescribed level is at least 30%)  If an insufficient number of votes has been received to meet the quorum requirements, the annual meeting will be rescheduled.  This allows candidates to solicit additional votes in order to gain the number of ballots/residents to meet the minimum quorum requirement.  Candidates are permitted to contact residents who have not yet cast ballots.  No effort to change existing ballots is permitted.     Once the quorum level has been attained ballots are counted.  The candidate with the highest number of votes becomes the Voting Member for that community.  The second‐place finisher becomes first alternate.  Other candidates become alternates based upon the votes they receive.    A resident who does not declare as a candidate for Voting Member can run for office.  That person can become a write in candidate.  They can request their neighbors to write in their name on the ballot which provides a blank space for write‐in candidates.   Recommendation for Proxies:  Westchase legal counsel is conducting a review to the proxy currently in use for Voting Member elections.  In addition, the Election Committee is also reviewing the ballot and proxy.   The objective of these efforts is to clarify the wording and eliminate confusion on how a proxy can be used.    Westchase Guidelines provide that if a quorum is not achieved and a valid election cannot be held, the current Voting Member and alternate(s) will retain their position.    Voting members assume their responsibility immediately following their election.    Community Awareness   All Westchase documents and updated documents are available on the official Westchase website.  To better communicate issues related to election of Voting Members and Board of Directors, specific information regarding each election is published in the WOW, the monthly magazine for Westchase residents and surrounding communities.  This is distributed without cost to all residents.    Recommendation:  Request this information be made available through the internet options including Westchase Chronicles, (WCA Facebook group),  Nextdoor, Westchase Neighborhood News (Facebook group)  and other reliable sites that support Westchase.    Recommendation: Included with the education a line: “Vote early; send back your ballot today.”    

Westchase Board of Directors Election Process.    In June the current Board of Directors appoints one Board member who is not up for re‐election that year, to head a committee to nominate qualified members of Westchase to run for election.  As chairperson of the Nomination Committee, they will recruit other community members to serve on the nomination committee.  Their nominees will be nominated by mid‐July.    

Candidates, who are Westchase property owners, or their spouses, are eligible to be elected to the Westchase Community Association Board of Directors.  They must be members in good standing with the Association.  The chairman of the Nominating Committee will vet each candidate to verify their eligibility.    Nominees are requested to submit a brief biography and statement as to why they wish to serve on the WCA Board.  This is submitted to the property management.  This information is forwarded to the WOW for publication in the August issue of the magazine.    Two weeks prior to the election the Property Manager must send out the Agenda for the September meeting to all Voting Members and Alternates.  This Agenda typically consists of two separate meetings.    The first is a brief normal business meeting issues.  The second meeting of the Agenda pertains specifically to the Election of new Board of Directors.   A notarized copy certifying that this Agenda was sent must be obtained and maintained as part of the official file.    Attachment (2), Westchase Community Association, Inc, Board of Election regulations are distributed to all Voting Members and reviewed by the chairman of the Nomination Committee prior to the nomination process.  These regulations are in compliance with Florida Statutes and Westchase By‐laws.    Declared candidates for Board of Directors are announced.  Nominations from the floor are requested and accepted.  Recommendation:  All candidates nominated from the floor must affirm that they are property owning residents of Westchase or a spouse of a property owner and are in good standing.  If at some future time this affirmation proves to be incorrect, that person’s election will be deemed void.  A replacement Director will be appointed in accordance with Westchase By‐laws.  Westchase Community Association legal counsel will be present to provide advice, if required.  They will also over‐see the counting of ballots.    

Ballots will be preprinted with the names of declared candidates in alphabetical order.  Space will be provided on each ballot to provide for a write‐in candidate if one or more are nominated from the floor.    Voting Members, using the official ballot will cast their votes.  Ballots will be counted by the chairperson of the Nomination Committee, Property Managers, and Legal Counsel.  Attachment (3) is the official form used to tabulate votes.         

Section 4.             Electronic Voting 

 

Electronic voting provides potential to increase property owner participation in Voting Member 

elections.  It has particular appeal to those residents who prefer to conduct all manners of business via 

electronic transmissions.  The scope of determining the future of this method of voting goes for 

Westchase exceeds the tasking of this committee.   The following recommendations are made. 

A committee to study the feasibility of a viable program for the WCA be established.  This committee should be under the direction and supervision of the WCA Board. 

The cost/benefits of electronic voting must be included in the study. 

Once established, an education and information program be created to make residents aware of the electronic voting program. 

A process be developed to permit property owners to “Opt Into” voting by this method.  

Based upon discussions with WCA legal counsel, the concern related to WCA liability in the unlikely event of a data breach was discussed.  Any contract with a vendor to provide services to WCA, must include a “Hold Harmless” agreement.  Due diligence regarding the financial ability and/or liability insurance must be considered as part of the selection process.  

 Florida statute 720 requires that paper limited proxies be made available to all property owners.  This will impact the total costs of a community election and must be explored.   

An election mechanism to allow participation in electronic voting would be required. 

Adopting electronic voting the following benefits could be potentially achieved.  

Beneficial Electronic Voting Features: 

Provide online bios and photos of candidates 

Information could be available in multiple languages 

Verification of the person voting 

Retain information to comply with Public Records requirements 

Compliance  To comply with Florida statute 720.317  Electronic voting.  The following requirements must be met. 

—The association may conduct elections and other membership votes through an Internet‐based online voting system if a member consents, in writing, to online voting and if the following requirements are met: (1)  The association provides each member with: (a)  A method to authenticate the member’s identity to the online voting system. (b)  A method to confirm, at least 14 days before the voting deadline, that the member’s electronic device can successfully communicate with the online voting system. (c)  A method that is consistent with the election and voting procedures in the association’s bylaws. (2)  The association uses an online voting system that is: (a)  Able to authenticate the member’s identity. (b)  Able to authenticate the validity of each electronic vote to ensure that the vote is not altered in transit. (c)  Able to transmit a receipt from the online voting system to each member who casts an electronic vote. 

(d)  Able to permanently separate any authentication or identifying information from the electronic election ballot, rendering it impossible to tie an election ballot to a specific member. This paragraph only applies if the association’s bylaws provide for secret ballots for the election of directors. (e)  Able to store and keep electronic ballots accessible to election officials for recount, inspection, and review purposes. 

Issues to Consider  Obtaining the owner’s written consent to online voting.  Test the system and confirm, at least 14 days before the vote that the owner’s computer, tablet, 

smartphone or other device communicates correctly with the system.  Have a method to authenticate the identity of the voter.  Have a method to ensure the secrecy and integrity of each election ballot.  Authenticate the vote itself (ensure it wasn’t modified or altered in transit).  Transmit a receipt to the voter.  Separate the identity of the voter from the vote itself.  Store and keep votes accessible for future record inspections or other purposes.  

 

 

 

 

 

 

 

 

 

 

 

 

 

Section 5.  Limited Proxy Ballot Recommendations 

 

The proxy being used for Voting Member elections received a thorough review.  The objective of this 

action was to insure a property owner has a clear, understandable way to express their preference for 

their Voting Member.  The review included a review of the existing proxy; education and information 

available to make an informed decision; legal review; and procedures for submission.  Based upon this 

comprehensive assessment, the following recommendations are made. 

Limited Proxy 

A limited proxy be adopted for use in all community Voting Member elections.  This will replace 

the current “post card” proxy.  It will include printed information regarding limited proxies.  The 

names of “Declared Candidates” and the space for a write‐in candidate.   

WCA Board President or Vice President is designated to hold and vote proxies.  This is intended 

to insure consistent execution of the proxies. 

Proxies will be inserted in the accompanying the postage paid envelope and either mailed or 

hand delivered to the WCA Property Manager’s Office.  

All proxies will be kept confidential until the scheduled community meeting.  After the meeting 

these proxies become public information in accordance with Florida statute. 

Once a proxy has been submitted it cannot be changed.  The exception to this rule is if the 

property owner actually attends the annual meeting, revokes their proxy, and votes their choice 

of candidates.  

Candidate Procedures 

Any property owner or their spouse is eligible to run for Voting Member of their community. 

Declared Candidates must notify the WCA Property Manager that they intend to run for Voting 

Member.  This must be done no later than the fourth Monday in October.  This will permit their 

name to be printed on that community’s limited proxy.   

Declared Candidates must agree and assign The Westchase Association Code of Conduct dated 

10/11/16.  Write‐in candidates will be allowed and encouraged.  If elected, they will be required to sign he 

code of conduct. 

Voter Solicitation 

All candidates are encouraged to follow the Suggested Conduct of Standards for Campaigning  

Once a property owner has cast their proxy, no further contact to discuss their decision. 

All candidates are encouraged to attend their community’s annual meeting at the WCA office. 

The official limited proxy dated April 2019 will be used for Community elections.   

 

  

Section 6.                                  Legal Opinions  

Issues for Westchase Legal Counsel to Advise 

The following specific issues required legal advice as the Election Committee considered changes in the 

Voting Member Election process. 

Simplified non‐proxy style mail in ballot: 

Attached is the proposed non‐proxy ballot for Voting Member elections.  It would replace the current 

proxy used in previous VM elections.  Two specific issues require legal advice.   

1. Florida Statue 720.306 specifically states: PROXY VOTING. —The members have the right, unless otherwise provided in this subsection or in the governing documents, to vote in person or by proxy.  As proposed the property owner can mail or hand deliver their ballot to the WCA office; or deliver it on the date and time of the annual meeting.  Will replacing the existing proxy with the proposed ballot meet the requirements established by Florida 720?    2. The second issue involves the number of signatures required to make a ballot valid.   Are all 

property owners required to sign the ballot or may one person sign on behalf of the property?  The CCR states that there is only one vote per property.  While most ownerships involve husband/wife, does the requirement make two signatures mandatory?  If more owners are involved in a property, do all have to sign, if there is no Power of Attorney, directing who represents the property?   

 Proposed Amendment to CCR and By‐Laws  A question arose during committee discussions regarding situations that might occur, if a quorum of residents in a community is not achieved.  The CCR currently states that in the event a quorum is not reached the current Voting Member will retain their role.  While is an improbable situation but a possibility.  Historically, if the 30% quorum is not achieved, the community annual meeting is rescheduled and further efforts to solicit resident participation is conducted.  This has proven successful in reaching or exceeding the minimum quorum requirement in past elections.   In the event these efforts prove unsuccessful several members of the Election Committee have proposed the following change to the CCR and By‐Laws.  

“In the event a quorum of 30% could not be met after exhausting all efforts, the candidate with the most votes would become the voting member for that neighborhood.  The candidate with the second most votes would become the alternate voting member.” 

 If a quorum is not reached, this proposal designates the candidate(s) who received the most votes as the winner and they assume the VM position.  Two questions arise with this proposal.   First:  Does this proposal effectively negate the 30% quorum requirement as set forth in Florida 720 and Westchase documents?    

Second:   If adopted and recommended by the Election Committee for approval, this would appear to require a vote of all Westchase property owners with a 75% approval to become effective.  Is this a correct understanding of what would be required?    Are there any other issues that should be considered before adopting either or both proposals?      

WESTCHASE COMMUNITY ASSOCIATION, INC.   

BALLOT  FOR  <NEIGHBORHOOD>   

   

The Annual Neighborhood Meeting of <Neighborhood> will be held on <Date/Time> at the WCA Office, 10049 Parley Drive, Tampa, FL 33626.      PLEASE CAST ONLY ONE (1) VOTE FOR YOUR NEIGHBORHOOD VOTING MEMBER: (the person with the 

highest number of votes will become the Voting Member and other candidates will become alternates 

based upon the votes they receive)   

Candidate  1                                                            __________________(write  in)   

   

Candidate  2   

   

Candidate  3   

 Signature of Owner           Date                                Signature of Owner                Date   

Note:  Ballot is mailed‐in only or must be delivered to the WCA Office by the owner by <Date>   

 

 

   

Conference Call with WCA Legal Counsel    10:00 AM, March 13, 2019 

Participants:                                                 Legal Counsel Ruben Collazo                                               Kathleen G. Reres | Shumaker Debbie Sainz                                                 Jon Ellese Russ Crooks   A conference call with WCA legal counsel was held for the purpose of addressing questions raised during February 28th committee discussions.  Those issues were submitted to all members on March 3, 2019 and sent to legal counsel.  These issues were discussed on a conference call on March 13, 2019 with WCA legal counsel.  The following provides the responses to those questions.  Question 1:  Simplified non‐proxy style mail in ballot.      

Florida Statute 720.306 Voting Proxy.  “Members have the right, unless otherwise provided in this subsection or in the governing documents, to vote in person or by proxy.”    Westchase documents provide for proxy voting.  Legal Counsel stated that the limited proxy is in affect a ballot.  Proxies will be required to be made available for future Voting Member elections.  To eliminate the issues that occurred during the 2018 community elections, the President’s office of the WCA Board of Directors would hold the proxies.                    The Mail in “Absentee Ballot” as proposed to the committee could be adopted but a change to WCA documents would be required.  This could be accomplished through a referendum with 75% of residents approving the change.  While this could be accomplished through a special referendum, including the change during the biannual documents review would be more cost effective.   The “Absentee Ballot” would not eliminate the proxy but would provide the property owner the option of using the absentee ballot vice the proxy.  In order to remain incompliance with Florida statute 720 the limited proxy would continue to be required to be sent to all property owner.    A copy of the proposed, revised Limited Proxy is attached.    

Question 2: Number of property owner signatures required on a ballot or proxy.  

The second issue involved the number of signatures required to make an absentee ballot or 

proxy valid.  Only one property owner signature is required to make a ballot or proxy valid.  The 

assumption is that one owner has consent to sign the ballot regardless of the number of 

property owners.  If two owners submit separate ballot or proxy and are in apparent conflict, 

the ballot/proxy should be set aside and referred to the WCA legal counsel.   

Corporate owned properties would be voted by the designated corporate officer.  Trust owned 

properties would be represented by the designated trustee.   

 

 

WESTCHASE COMMUNITY ASSOCIATION, INC.  LIMITED PROXY FOR NEIGHBORHOOD MEETING  

 The purpose of this proxy form is to appoint another person to vote for you in case you are not able to attend your Annual Neighborhood Meeting to elect your Voting Member. It MUST be signed by the owner(s) of the unit and dated. If you appoint a proxy and later decide you will be able to attend the meeting in person, you may withdraw your proxy when you register at the meeting. If you want to appoint someone other than the President of the Association to cast your vote, you MUST fill in that person’s name below. If you want your vote to be counted, you MUST mark the candidate(s) for whom you want to vote.    I, the undersigned, hereby appoint the following person as my proxy, with full power of substitution, to attend and vote for me with respect to the election of the Voting Member for my Neighborhood at the Annual Neighborhood Meeting to be held on December __, 201__ at 5:00 P.M. at the WCA Office, 10049 Parley Drive, Tampa, Fl. 33626, and any continuation thereof (Check a or b):    _____ President of the Board of Directors for Westchase Community Association, Inc. (position currently held by__________) or    

 (Failure to check (a) or (b), or if (b) is checked, failure to write in the name of your proxyholder, shall be deemed an appointment of the President of the Board of Directors as your proxyholder.)    I instruct my proxy to cast my vote for the following person:      _____________ ______________  

   _____________ _____________    Write-In    ___________________________________ ____________________________________  Signature of Owner / Owner representative Signature of Owner / Owner representative    _________________________________   _____________________________________ Printed Name of Owner   Printed Name of Owner

_________________________________   _____________________________________ Address of Property   Address of Property

____________________   ___________________ Date   Date

 

Question 3:  Proposed Amendment to CCR and By‐Laws.  The proposed Amendment: “In the event a quorum of 30% could not be met after exhausting all efforts, the candidate wit the most votes would become the voting member for the neighborhood.  The candidate with the second most votes would become the alternate voting member.”  This proposed change would violate the minimum quorum requirement as presently stated in Westchase documents.   It would require a referendum of all residents with a 75% approval.  This process could be undertaken, if the majority of Voting Members, would approve a resolution to proceed with the referendum process.   

 Estimated Cost of a document change referendum:  

The following estimated costs would be required to conduct a referendum. 

Mailing to all property owners                           $9,700 (Includes printing and to and return postage)  

Legal review and finalized proposal    $12,000 to $15,000.                                                                            Total:                    $21,700 to $24,700   

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

   

 

Appendix A:    Copies of Meeting Summaries 

Westchase Election Subcommittee Meeting January 14. 2019 

The organizational meeting of the Westchase Election Subcommittee was held at the WCA office at 6:00PM of January 14. 2019. 

Attendees:  

Mary Griffin (SFH of WPV) Terrance Maloney (Harbor Links) Ward Farley (Saville) Eric Holt (Radcliffe) Heather Greeley‐Hessefort (Keswick) Nancy Sells (Harbor Links) Lucas Capuzzo (Harbor Links) Russ Crooks (Bennington)  Westchase Board President: Ruben Collazo  

Initial discussions involved how the committee should operate.  The group voted to operate as a Committee of Whole. All decisions and discussions will be conducted with all members present.    Distributed to all members were the following: 

Copy of Issues and comments received from residents 

Copy of the Westchase CCR regarding elections of voting members 

Article by Chris Barrett, Editor of the WOW which outlines the process for residents to become a Voting Member. 

After various discussions related to the election process the following issues were identified for initial review and evaluation by the committee. 

Resident education and communication related to Voting Member election and process 

The issue related to how VM candidates can determine which residents have voted in their community’s election 

The issue related to minimum resident participation voting to meet quorum requirements 

Electronic voting vs paper ballots or combination 

The question of how ballots are collected and maintained during the election cycle 

Standard of conduct of residents running for a VM position.    Following actions were taken.  

Terrance Maloney volunteered to explore options related to electronic voting 

Eric Holt volunteered to evaluate the current ballot used in elections and make recommendations on revisions  

Heather Greeley‐Hessefort and Russ Crooks will meet with the property manager to gain an understanding on how the balloting process is conducted  

Lucas Capuzzo was requested to establish a preliminary “Fair practices” recommendations for candidates running for VM 

 Mary Griffin and Nancy Sells provided invaluable information regarding the background regarding the establishment of the current voting process.    Ward Farley expressed an interest in assisting Terrance Maloney in exploring electronic voting.    All members were requested to read the CCR related to elections.  This will lead to a discussion on what changes might be recommended.    The next scheduled meeting will be on Monday, February 4th at 6:00 PM at the WCA office.  The meeting was adjourned at 7:34 PM.  

 

 

 

 

 

 

 

 

 

 

 

 

 

Westchase Election Subcommittee Meeting February 4. 2019 

The meeting of the Westchase Election Subcommittee was held at the WCA office at 6:00PM of February 4, 2019. 

Attendees: Mary Griffin (SFH of WPV) Terrance Maloney (Harbor Links) Ward Farley (Saville) Eric Holt (Radcliffe) Heather Greeley‐Hessefort (Keswick) Nancy Sells (Harbor Links) Lucas Capuzzo (Harbor Links) Russ Crooks (Bennington)  Westchase Board President: Ruben Collazo 

 The first order of business was a review of the Westchase By‐Laws pertaining to elections.  All members provided their assessment and input.  It was understood that any change to the By‐Laws would require a legal review; the formal amendment process; and approval vote by all Westchase homeowners.     Two basic issues dominated the discussion.  The first involved the 30% quorum requirement.  After considering Florida Statute 720 and the need to maintain a minimum level of participation for community elections, no change in the quorum level will be recommended.    Reports:   Electronic Voting:  Terrance Maloney provided a comprehensive presentation on the viability of electronic voting.  Any electronic voting system that might be adopted would require continuation of paper ballots.  There are a number of “Off the Shelf” services that could be adopted without major financial commitment.   Terrance obtained potential costs of $600 for a single total Westchase election.   Individual community elections would vary but they could be in the range of $50.00 or less per each community election.   Terrance will provide a written assessment which will be included in the final report of this committee.    The second issue involves what happens IF a quorum for a community election cannot be achieved.  While this is an uncommon situation, it can happen.  The specific issue involves a potential candidate who is not the current VM but who obtains most of the votes. If a quorum level is not attained, a valid election cannot be declared. The By‐Laws and CCR’s state that if a valid election is not achieved, (meaning a quorum cannot be obtained) then the current Voting Member will continue to represent that community.  After considerable discussion Ward Farley and Mary Griffin were tasked with developing a draft proposed change to the By‐Laws that addresses this possibility.  This proposal will be considered at the next committee meeting.   Ballot Review/Revision:  Eric Holt provided a draft proposed ballot.  This would be a streamline, easy to complete ballot that would be mailed, or hand delivered to the WCA property manager.  Several committee members recommended several minor changes that would further enhance the ballot.  

Some discussion regarding how a resident would obtain a new ballot in event their original one was lost or destroyed.  A formal process of obtaining a replacement ballot will be included in the final committee report.    Voting Election Process:   Heather Greenly‐Hessefort presented a document that provided the specific process used for candidates seeking election as a Voting Member.  Specific actions taken by the Property Manager in securing, maintenance, and counting community votes currently used for community elections were documented.  The need for ballot secrecy during the electronic process was also debated.  It is understood, once the election has been completed, the results of the ballots become available for public review.  The segment of the report covering voting for WCA Board members was deferred until the next meeting.    Conduct Standards for Candidates:  Lucas Capuzzo presented information regarding the standards of conduct for candidates seeking election in Florida.  Due to the late hour further discussion on this issue was deferred to the next meeting.  Lucas will also look at the draft of “Dos and Don’ts” included in the Election Process paper and consider how to merge these documents.   WCA Sources of Communications:  Nancy Sells provided a list of all available WCA sources of communication.  This information provides multiple options for community education and education.  This will be an important element in the final committee report.    The meeting was adjourned at 8:10 PM.  The next meeting will be held at the WCA Offices on Thursday, February 28, 2019 at 5:30 PM.    

 

                   

 

Election Committee Agenda for February 28, 2019 Meeting 

5:45 PM Meeting commences at WCA office 

Attendees at this meeting 

Mary Griffin (SFH of WPV) Terrance Maloney (Harbor Links) Ward Farley (Saville) Eric Holt (Radcliffe) Conflict situation unable to attend  Heather Greeley‐Hessefort (Keswick) Nancy Sells (Harbor Links) Lucas Capuzzo (Harbor Links) Russ Crooks (Bennington) WCA Board of Directors Chairman Ruben Collazo 

 

Review of notes from February 4, 2019 meeting.   

Recommendations for Conduct Standards for Campaigning: Lucas Capuzzo and Nancy Sells presented a recommendation for candidates seeking election to a Voting Member position.  As part of the discussion the group included the requirement that all declared candidates running for VM sign the Westchase Code of Conduct.  This is the existing requirement for all Voting Members.  A motion to adopt the amended voluntary Standards for Campaigning was made and unanimously approved.  The adopted document is attached to this summary.  Lucas presented positive ideas related to social media and use in community elections.  It was determined that this issue is complex and goes beyond the scope of this committee.  This concept might better be served by evaluation by the WCA Board.    Ballot Proposal: In advanced of the meeting Eric Holt submitted a proposed ballot for use in Voting Member elections.  As proposed, the ballot can only be submitted by mail or by the resident to the WCA office or during the community’s annual meeting.  One issue that received attention was whether one property owner’s signature is required on the ballot or must all the property owners sign it to be valid.  The ballot and this specific question will be referred to the Westchase counsel for a legal opinion.   An opinion regarding elimination of the proxy or whether it must be provided in accordance with Florida statute will also be requested.      Florida Statue 720.306   

(8)  PROXY VOTING. —The members have the right, unless otherwise provided in this subsection or in the governing documents, to vote in person or by proxy. (a)  To be valid, a proxy must be dated, must state the date, time, and place of the meeting for which it was given, and must be signed by the authorized person who executed the proxy. A proxy is effective only for the specific meeting for which it was originally given, as the meeting may lawfully be adjourned and reconvened from time to time, and automatically expires 90 days after the date of the meeting for which it was originally given. A proxy is revocable at any time at the pleasure of the person who executes it. If the proxy form expressly so provides, any proxy holder may appoint, in writing, a substitute to act in his or her place. 

(b)   eligibility of the member to vote is confirmed and no other ballot has been submitted for that lot or parcel, the inner envelope shall be removed from the outer envelope bearing the identification information, placed with the ballots which were personally cast, and opened when the ballots are counted. If more than one ballot is submitted for a lot or parcel, the ballots for that lot or parcel shall be disqualified. Any vote If the governing documents permit voting by secret ballot by members who are not in attendance at a meeting of the members for the election of directors, such ballots must be placed in an inner envelope with no identifying markings and mailed or delivered to the association in an outer envelope bearing identifying information reflecting the name of the member, the lot or parcel for which the vote is being cast, and the signature of the lot or parcel owner casting that ballot. If the ballot is received after the closing of the balloting may not be considered.  

Electronic Voting:  Terrance Maloney provided an update on electronic voting.  After the February 4th meeting he submitted his written notes and proposal.  That document is included with this summary.  

Terrance Maloney’s Electronic Voting Notes 

On average $600 for up to 5000 Voters per Election ‐ Can use sponsorships to fund. Sponsor Logo placement is part of the config… 

Beneficial Electronic Voting Features:  Mailed Notices  Mailed Ballots  Onsite Services  Candidate Bios and Photos  Printed Ballots  Random Ordering  Weighted Voting  Multiple Languages  Write‐ins and Abstentions  Email and SMS Voting  Voter Reminders  Voting Groups  Two‐Factor Authentication  Multiple Voting Methods 

Issues/Challenges: 

There are some caveats to the Florida law. Yes, the first couple of these are nonsensical and not in accordance with best practices for how to conduct an online election, but for so long as they are built into the law, they must be complied with. They are: 

Have the owner’s written consent to online voting.  Test the system and confirm, at least 14 days before the vote that the owner’s computer, 

tablet, smartphone or other device communicates correctly with the system.  Have a method to authenticate the identity of the voter.  Have a method to ensure the secrecy and integrity of each election ballot.  Authenticate the vote itself (ensure it wasn’t modified or altered in transit). 

Transmit a receipt to the voter.  Separate the identity of the voter from the vote itself.  Store and keep votes accessible for future record inspections or other purposes.  Recommendations:  Amend ballot to include a selection for Future Electronic Voting.  Add email address and P 

phone # for future communication.   Create ability to have CDD and WCA Office also capture Electronic Voting.   Add email address 

and Phone #  Add an Acknowledgment for the use of email/contact info to be used be VM’s/WCA 

Other Notes/Actions: Other HOA’s of our size using electronic??? Who are they/how big? Scenario for Westchase Elections to be done electronically ‐ Reach out to WOW to get this reported on 

 

Florida Statute 720 720.317  Electronic voting. —The association may conduct elections and other membership votes through an Internet‐based online voting system if a member consents, in writing, to online voting and if the following requirements are met: (1)  The association provides each member with: (a)  A method to authenticate the member’s identity to the online voting system. (b)  A method to confirm, at least 14 days before the voting deadline, that the member’s electronic device can successfully communicate with the online voting system. (c)  A method that is consistent with the election and voting procedures in the association’s bylaws. (2)  The association uses an online voting system that is: (a)  Able to authenticate the member’s identity. (b)  Able to authenticate the validity of each electronic vote to ensure that the vote is not altered in transit. (c)  Able to transmit a receipt from the online voting system to each member who casts an electronic vote. (d)  Able to permanently separate any authentication or identifying information from the electronic election ballot, rendering it impossible to tie an election ballot to a specific member. This paragraph only applies if the association’s bylaws provide for secret ballots for the election of directors. (e)  Able to store and keep electronic ballots accessible to election officials for recount, inspection, and review purposes. (3)  A member voting electronically pursuant to this section shall be counted as being in attendance at the meeting for purposes of determining a quorum. (4)  This section applies to an association that provides for and authorizes an online voting system pursuant to this section by a board resolution. The board resolution must provide that members receive notice of the opportunity to vote through an online voting system, must establish reasonable procedures and deadlines for members to consent, in writing, to online voting, and must establish reasonable procedures and deadlines for members to opt out of online voting after giving consent. Written notice of a meeting at which the board resolution regarding online voting will be considered must be mailed, delivered, or electronically transmitted to the unit owners and posted conspicuously on the condominium property or association property at least 14 days before the meeting. Evidence of compliance with the 14‐

day notice requirement must be made by an affidavit executed by the person providing the notice and filed with the official records of the association. (5)  A member’s consent to online voting is valid until the member opts out of online voting pursuant to the procedures established by the board of administration pursuant to subsection (4). (6)  This section may apply to any matter that requires a vote of the members. History. —s. 8, ch. 2015‐97.  

Election Process/ Board of Directors: Heather Greenley‐Hessefort reviewed the process currently used to elect Board of Directors.  The system is working well.  One area that may require attention occurs when a candidate is nominated from the floor the night of the Board Election.  There is a need for all candidates to confirm that they are Westchase property owners or the spouse of property owners.  The CCRs require that only property owners or their spouse may serve on the WCA Board of Directors.    Proposed Election By‐Law/CCR Amendment Proposal:  Ward Farley provided a proposed  Amendment for consideration.  It reads: 

“In the event a quorum of 30% could not be met after exhausting all efforts, the candidate with the most votes would become the voting member for that neighborhood.  The candidate with the second most votes would be become the alternated voting member.” 

 An extensive discussion ensued regarding how this proposal would comply with current Westchase By‐Laws and CCRs.  This conversation included a review Florida Statute 720.   An opinion from Westchase’s legal counsel appeared to indicate that a 30% quorum was required to have a valid election and that current process meets the legal requirements that requires the current Voting Member to remain as that community’s representative.  The decision was made to refer this proposal to legal counsel for review and opinion.    The meeting was adjourned at 7:25 PM.  The next meeting is scheduled for Thursday, March 28th at 5:30 PM      

Election Committee Meeting for March 28, 2019  

5:30 PM Meeting commences at WCA office 

Attendees at this meeting 

Mary Griffin (SFH of WPV) Terrance Maloney (Harbor Links) Ward Farley (Saville)  absent Eric Holt (Radcliffe)   Heather Greeley‐Hessefort (Keswick) Nancy Sells (Harbor Links) Lucas Capuzzo (Harbor Links) Russ Crooks (Bennington) WCA Board of Directors Chairman Ruben Collazo  

Review of notes from February 28, 2019 meeting.     2.  Reports:  

 Ballot review and recommendations.  Eric Holt submitted a comprehensive report regarding revisions in the proxy.  That complete report is provided as an appendix to this summary.  The recommended revision would make the proxy a limited proxy.  This is used when the property owner is unable to attend the scheduled annual meeting.  They elect the proxy holder to vote for the candidate they have marked on the ballot.  Once elected, this cannot be changed unless the property owner attends the annual meeting in person and votes for a candidate.  To insure total objectivity, the proxy holder (who votes the proxy) will be designated as the WCA Board President or Vice President.  If the property owner fails to mark a candidate on their limited proxy but submits it, their vote will only count to meet the 30 pe cent quorum requirement but will not counted for any candidate.   

 A teleconference was conducted with WCA legal counsel regarding the substitution of the Proxy Holder.  Kathleen Reres‐Shumaker, WCA attorney, provided clarification as to the meaning of that provision.  It allows that an alternate Board Member or other designated person to vote the proxies in the event the President or Vice President would be unable to execute their duties to vote the limited proxies.    Based upon the recommendations of legal counsel and discussions amongst the committee, a single page limited proxy with return envelope was determined to be a replacement for the post card proxy.  The new proxy would include an explanation of a limited proxy and how voting will be counted.  This change is intended to make it easier to understand and provide for an objective vote.    A previously proposed “Absentee Ballot” was determined to be a duplication of the limited proxy.  In addition, this proposal would require a change in Westchase documents.  Florida statute 720 requires a proxy.   Both the limited proxy and absentee ballot would have to be mailed to each property owner.  This would increase expense, property owner confusion and would not provide any benefit.  The committee determined the voted to eliminate this proposal.   

 The legal opinion related to the number of signatures required for a limited proxy was discussed.  Only one property owner is needed to sign the limited proxy to make it valid.    

Electronic Voting.  Terrance Maloney made a brief report.  The ensuing discussion provided the following points: 

o Further exploration of electronic voting with its associated benefits and costs is worthwhile. 

o A committee under the direction of the WCA Board would be advisable. o Based upon discussions with WCA legal counsel, the concern related to WCA liability in 

the event of a data breach resulting from electronic voting would appear small.  Any contract with a vendor to provide services, must include a “Hold Harmless” agreement.  Due diligence regarding the financial ability and/or liability insurance must be considered as part of the selection process.  

o Education of the property owners as to the benefits and ability to vote electronically must be conducted.  

o Florida statute 720 requires that paper limited proxies be made available to all property owners.  This will impact the total costs of a community election and must be explored.   

o An election mechanism to allow participation in electronic voting would be required.  

The proposed changes to WCA documents to permit election of a Voting Member when a quorum has not been achieved was discussed.  Based upon WCA legal counsel advice and Florida statute 720, this change would require a 75 percent affirmative vote of all Westchase property to make the change.  The limited application of this proposal and the estimated expense of between $21,000 to $25,000 was also considered. This proposal was voted down 7 to zero.   

 

The following recommendations to improve the Voting Member election process were approved.  

o Suggested Conduct Standards for Campaigning previously approved by the committee o A property owner education process including use of the WOW, Westchase Chronicles, 

Nextdoor, and other social media sites. o To become a “Declared Candidate” which will insure a candidate’s name printed on the 

limited proxy for their community, they must notify the WCA property management not later than the fourth Monday in October.   

o Write‐in candidates will be encouraged, however missing the deadline will not have their names printed on the ballot.  A blank line will be on all limited proxies for this purpose.   

o All candidates will sign the Westchase Community Association Code of Conduct effective 10/11/16 

o The revised limited proxy will be printed on a standard sheet of paper.  This will include a return envelope.  The proxy will be folded, inserted, and mailed.  It can be hand delivered to the WCA property manager.  

o The committee recommends that exploration of electronic voting along with its costs and benefits be undertaken.  

o Declared Candidates can request a listing of property owners who have submitted their proxies from the WCA Property Manager.  In accordance with Suggested Conduct Standards for Campaigning, property owners who have previously voted cannot be contacted.   

 

Final Committee Report.  A comprehensive final committee report will be prepared and sent to all committee members for review, comment, and changes necessary to make a clear, accurate report.  An Executive Summary containing all the specific recommendations will be included in the report.  These recommendations will be presented to the Voting Members for approval.  The complete Final Report will be available to anyone wishing to read it.   

 The meeting adjourned at 7:35 PM. 

  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PROPOSED DRAFT  DATED MARCH 2019)  

WESTCHASE COMMUNITY ASSOCIATION, INC.  

LIMITED PROXY FOR NEIGHBORHOOD MEETING  

The purpose of this proxy form is to appoint another person to vote for you in case you are not able to attend your Annual Neighborhood Meeting to elect your Voting Member.  It MUST be signed by at least one of the owner(s) of the unit and dated.  If you appoint a proxy and later decide you will be able to attend the meeting in person, you may withdraw your proxy when you register at the meeting.  If you want to appoint someone other than the President of the Association to cast your vote, you MUST fill in that person’s name below.  If you want your vote to be counted, you MUST mark the candidate(s)  for whom you want to vote.  Your proxy is also required to cast your vote as you instruct below.     

I, the undersigned, hereby appoint the following person as my proxy, with full power of substitution, to 

attend and vote for me with respect to the election of the Voting Member for my Neighborhood at the 

Annual Neighborhood Meeting to be held on December __, 201__ at 5:00 P.M. at the WCA Office, 

10049 Parley Drive, Tampa, Fl. 33626, and any continuation thereof (Check a or b):    

  

(a) _____ President of the Board of Directors for Westchase Community Association, Inc., or   

 

(b) _____________________________________________________________ (write in proxy) 

  

(Failure to check (a) or (b), or if (b) is checked, failure to write in the name of your proxyholder, shall be 

deemed an appointment of the President of the Board of Directors as your proxyholder.)    

  

Please cast only one (1) vote for your neighborhood Voting Member.  The person with the highest 

number of votes will become the alternate(s) based upon the votes they receive.  I instruct my proxy to 

cast my vote for the following person: 

       

   _____________              ______________  

                                   

   _____________               _____________  

                      Write‐In  

  

___________________________________  ____________________________________  

Signature of Owner / Owner representative              Signature of Owner / Owner representative      

  

_________________________________    _____________________________________  

Printed Name of Owner    

      

 Printed Name of Owner  

_________________________________ 

_____________________________________

Address of Property             Address of Property  

____________________          ___________________ 

Date         Date  

Appendix B: 

WESTCHASE COMMUNITY ASSOCIATION CODE

OF CONDUCT

Effective 10/11/16 This Code of Conduct (the “Code”) applies to any Member of the Westchase Community Association, Inc. (“WCA”) when he or she is acting on behalf of the WCA, including any Member or the spouse of any Member who has been elected or appointed to the Board of Directors (“BOD”), as a Voting Member (“VM”), or to any WCA committee (“Committee Member”) and to any Member who is otherwise participating in any WCA business or affair, all of whom are collectively referred to herein as “Members.” The foregoing includes, without exclusion, any Member who attends a meeting conducted under the auspices of the WCA (a “Meeting”) or who communicates with the Property Manager or other WCA employees or agents regarding WCA business. All communications, whether written or verbal or delivered by electronic means, facsimile, telephone, or otherwise, are considered communications for the purpose of this Code. This Code also applies to any other agent or employee of the WCA when they are acting for or on behalf of the WCA. This Code does not apply to gatherings of any number of Directors of the BOD and the WCA attorney with respect to proposed or pending litigation where the contents of the discussion would otherwise be governed by the attorney-client privilege. A Member of the WCA does not have authority to act for the WCA by virtue of being a Member. Neither this Code nor its enactment confers upon any Member any authority to act on behalf of the WCA.

This Code establishes a code of conduct, standards of behavior, ethical rules and enforcement procedures for all Members when attending any Meeting or when participating in WCA business or affairs. Furthermore, this Code is intended to maintain a high standard of ethical conduct in the performance of WCA business.

This Code is in addition to Robert’s Rules of Order, which governs the conduct of all Meetings, and in the event there is a conflict between this Code and Robert’s Rules of Order, this Code controls. If there are any conflicts between the provisions of this Code and the provisions of the Declaration of Covenants, Conditions & Restrictions of Westchase (the “CCRs”), the Articles of Incorporation of the WCA (the “Articles”), or the Bylaws of the WCA (the “Bylaws”), the CCRs, Articles, and Bylaws, in that order, control with respect to this Code. Any word not defined in this Code shall use the definitions in the CCRs and Bylaws.

Code of Conduct – Governing Principles and Rules

1) Members shall avoid self-dealing and act in the best interests of the WCA as a

whole. Members serving in an official capacity for the WCA do so for the benefit of the entire community and shall at all times, while acting in their official capacity, strive to do what is in the best interest for the WCA as a whole. Members shall not use their official positions for private gain, for example:

a. No Member shall solicit or accept, directly or indirectly, any gift, gratuity,

favor, entertainment, loan or any other thing of more than nominal monetary value from a person who is seeking a contractual or other business or financial relationship with the WCA.

b. No Member shall seek preferential treatment by the Board, any of its committees or any contractors or suppliers.

c. No Member shall solicit or accept, directly or indirectly, any gift, gratuity, favor, entertainment, loan or any other thing of more than nominal monetary value with the intent of influencing a decision or action on any official matter.

d. No Member shall receive any compensation from the WCA for serving at any Meeting.

e. No Member shall willingly misrepresent any fact for any purpose whatsoever. f. No Member shall use his or her official position to enhance his or her financial

status through the use of certain contractors or suppliers.

The above list of examples is offered for illustration purposes only and is not intended to be exclusive or exhaustive.

2) Members shall comply with governing documents and relevant law. Members

shall be familiar with and comply with the CCRs, Articles, Bylaws, and other governing documents of the WCA and applicable law, including Chapter 720, Florida Statutes.

3) Members shall refrain from unilateral action. No Member shall, in his or her official capacity, act in a manner that is contrary to any BOD decision so long as the BOD decision complies with the WCA’s governing documents and applicable law. This provision does not prevent Members from expressing their opinions in a courteous manner or from seeking to alter or amend WCA’s policies.

4) Members shall observe proper decorum in all contexts and refrain from

harassing behavior. A Member shall observe proper decorum in all contexts and situations. Members shall not in any way harass, threaten or otherwise attempt to intimidate or defame any other Member, the Property Manager, officers and employees of the CDD, the WCA attorney and its employees, any guests or invitees of the WCA or of any other Member, and any other agents or employees of the WCA. Members should refrain from personal attacks, comments that violate the privacy of others and comments intended to embarrass or denigrate others.

5) Members shall refrain from interfering with the Property Manager, the WCA attorney and other contractors, employees and agents of WCA. Members and other employees or agents of WCA shall not interfere with the Property Manager and/or its employees, the WCA attorney and/or its employees or any contractor, employee or agent of WCA in connection with performance of their duties on behalf of WCA. Unless otherwise allowed by the BOD, all communications from any Member, employee or other agent of WCA regarding or intended for the WCA attorney or for any contractor, employee, or other agent of WCA shall be directed to the Property Manager.

6) Attendees of Meetings shall observe proper decorum. Decorum for a successful

Meeting requires mutual respect between each attendee of the Meeting and between attendees and the officer presiding at the meeting (the “Chair”). Anyone wishing to speak for any purpose should do so by seeking the recognition of the Chair. Once a person is recognized by the Chair, the person’s comments should be confined to the item of business properly advanced at the Meeting. Attendees shall not repeat or initiate gossip or rumors regarding any other person. While an attendee has the floor, he/she shall have the full attention of the other attendees. Attendees shall not engage in side conversations or other behavior that disrupts the Meeting. Attendees shall respect the privacy of others and refrain from public actions meant to embarrass other attendees or other Members, employees and agents of the WCA. No attendee shall use profanity. To ensure that decorum is maintained, the Chair should guide attendees through the proper order of business. The Chair should require that the rules be followed at all times while maintaining flexibility and patience with attendees who are unfamiliar with the formal rules of parliamentary procedure. The Chair should not permit conduct which is disruptive, tedious, or dilatory.

7) Members, employees and agents of WCA shall respect Meeting procedures and

decisions. All Members, employees and agents of WCA shall respect the process by which Meetings are conducted and shall refrain from disrespecting any WCA employee, agent, or other Member based on the outcome of a properly administered Meeting. Any decisions reached at a Meeting shall be respected by all Members, employees and agents of WCA and may only be challenged in accordance with the procedures set forth herein or in the WCA’s governing documents.

8) Attendance by Members who are not serving the WCA in any official capacity

at a Meeting. Members who are not serving the WCA in any official capacity at a Meeting who attend such Meeting shall, in addition to the foregoing principles and rules, abide by the following:

a. A Member wishing to speak should wait until such time as the Chair asks if there

are any persons present who wish to speak on an issue being addressed at the Meeting. At that time, the Member should stand or come forward to be recognized by the Chair. The Chair shall then select the order in which Members may speak.

b. The selected Member should state his or her name and address in a clear voice.

c. The Member should only direct his or her comments to the Chair.

d. The Member will be allowed to speak for a maximum of three (3) minutes unless allowed additional time by the Chair or through a proper motion and vote. Time is not transferable to another Member.

e. The Member must remain calm and respectful while speaking, and upon

conclusion of the allotted time, the Member must return to his or her seat and remain seated.

f. The Member may not knowingly provide false information to any committee, the

VMs, the BOD, or other employee or agent of the WCA.

g. The chair may direct or permit other attendees to answer questions or respond to issues at the conclusion of each Member’s comments.

h. To the extent time permits, the Chair may allow miscellaneous comments from

the Members at the conclusion of the Meeting.

i. The Chair may designate areas for Members to be seated or to stand.

j. No person other than a Member may attend meetings of the BOD or VMs unless invited or permitted to attend by the Chair.

Enforcement of the Code of Conduct

Any Member, employee or other agent of WCA who does not conduct themselves in a manner that is consistent with the above principles and rules may be censured, removed from the Meeting, and/or removed from their WCA position according to the guidelines set forth below:

1) If a Member, employee or other agent of the WCA violates the above principles and rules at

a Meeting, it shall be handled according to the following:

a. Warning/Instruction - If the offense is only a slight breach of order, as determined in the sole discretion of the Chair (such as addressing anyone other than the Chair in debate, or in a single instance, failing to confine his remarks to the merits of the item of business properly advanced at the Meeting), the Chair may bring it to the attention of the offending attendee and advise the attendee to cease such conduct.

b. Call to Order - If the offense is more serious (i.e., as when an attendee repeatedly

makes statements meant to embarrass or insult other attendees, or other Members, employees, or agents of WCA, engages in personal or character attacks, or persists

in speaking on irrelevant matters in debate) the Chair should first warn the offender; but with or without such a warning, the Chair or any member of the assembled body may call the offender to order. Any member of the assembled body may rise or come forward, and without waiting to be recognized, say, “Mr./Mrs. Chair, I call the Member to order,” then resume his or her seat. The Chair may declare the offender out of order and direct him or her to be seated and cease such conduct. If the offender does not obey or if the Chair or any member of the assembled body believes additional action should be taken, the following actions may be taken:

i. Censure – The Chair or any member of the assembled body may make a

motion to censure the offending attendee. If a motion to censure is made and the motion carries, the censured attendee shall offer confirmation that the inappropriate behavior will not continue, apologize for the inappropriate behavior to the other persons present and, if the inappropriate behavior was of a personal nature, apologize to the person to whom such behavior was directed.

ii. Removal from Meeting – If the censured attendee will not apologize or

continues to violate the above principles and rules following censure, the Chair or any member of the assembled body may make a motion to expel the censured attendee from the Meeting. If a motion to expel any attendee is made, the attendee shall be allowed to briefly present his or her defenses, if he or she so chooses, which presentation shall not exceed three (3) minutes. The members of the assembled body who are present at the Meeting will then vote on the motion for expulsion. The motion must be approved by two-thirds (2/3) BOD of the members of the assembled body in order to pass. The vote shall be conducted by anonymous written ballot.

2) If a Member violates the above principles and rules outside the context of a Meeting,

the Member may be censured. The BOD has the authority to determine whether any Member, other than a member of the BOD or a VM, has committed a violation of the above principles and rules outside a Meeting and to censure such Member. Only the VMs have the authority to determine whether a member of the BOD or any other VM has committed a violation of the above principles and rules outside a Meeting and to censure such member of the BOD or VM. A majority of the members of the BOD must approve the censure of any Member other than another member of the BOD or a VM. A majority of the VMs, with each VM having one vote, must approve the censure of any member of the BOD or any other VM. Upon being censured, the censured Member will apologize for the inappropriate behavior to the BOD, the VMs, or to any other Member, employee or agent of WCA, as applicable, and will take such actions as the BOD or VMs may reasonably determine is necessary to remedy the consequences of such inappropriate behavior.

3) If a Member is censured or violates the above principles and rules more than two (2) times in any 12 -month period, then the BOD (or VMs, in the event such person is a member of the BOD or VM) may revoke the authority of the Member to act on behalf of the WCA and remove the Member from his or her official position with the WCA pursuant to the procedures in the WCA’s governing documents.

4) The BOD may direct that any censure, the nature of the Member’s violation of this Code, and if applicable, the reason for revocation of authority or removal of a Member from his or her official position, be published in the World of Westchase by the Property Manager. If the VMs censure another VM for a violation of this Code, the other VMs, by a majority vote with each VM having one vote, may direct the Property Manager to notify the VM’s Owners of such censure, the nature of the VM’s violation of this Code, and if applicable, the VMs’ intention to hold a vote to remove such offending VM pursuant to the procedures in the WCA’s governing documents.

5) Any Member removed from an official WCA position, or any Member whose authority

to act on behalf of the WCA is revoked, may not be permitted to act in any official capacity for the WCA for a period of one (1) year after such removal.

6) Every member of the BOD, VM, alternate VM, and Committee Member will, upon

assuming their position, or as soon thereafter as is practical, be provided with a copy of this Code and be asked to confirm, in writing that they have received the Code and agree to abide by it. A copy of each signed confirmation will be maintained as part of the WCA’s official records.

Acknowledgement: I have read and agree to follow the Westchase Code of Conduct

Signed: ___________________________________________   Date:  

Declared Candidate For Voting Member ______________________(Community) 

    

Appendix C  Issues and/or comments received from residents

The following comments/questions has been compiled from residents. They should provide additional references as the committee conducts its assessment.

Changing, amending or otherwise modifying a ballot after it has been submitted. How, when, where and why should this be permitted to happen?

Discuss the process for redoing a village election. What would that look like? Under what circumstances and conditions could it/should it occur? Who pays the cost?

Privacy and secrecy of the voters’ ballot. Can it be accomplished under state statute using the current postcard ballot system? Or do we need to modify the ballot or modify the current protocols to enable more privacy and confidentiality?

What is the role of the board president and/or the board officers and/or the manager and/or the voting members in adjudicating and monitoring elections, the conduct of the election and the behavior of candidates?

1. Exactly how did the current procedures develop? I have been told that they haven't changed much over the years and that is consistent with my memory. As we have discussed, they worked well when the biggest challenge was getting enough votes to reach a quorum. That's also why the quorum was reduced to 30% and VM terms were changed to 2 years.

2. From Jon Ellis secure a clear understanding of proxies both general and limited. I know he went over it at the last meeting, but I don't think I could explain it. One of the keys is exactly which version we now have--limited as I understand it--and what rights that gives the proxy holder, whoever that may be. Can the proxy holder fill out the ballot for the owner or can they only turn in the ballot as marked?

3. Removing proxies would seem to require an amendment to the CCRs. Is there a way to limit them based on the prior item that would be workable?

4. The younger voices push electronic voting. Being of a different generation, we know that will not work for all our residents and everyone needs to be heard. John mentioned pros and cons of electronic voting and a cost factor. What are they?

5. Jon mentioned some suggestions he had made based on what occurred this year. Can he share them with the committee?

6. One item that irritated some of the Harbor Links/Estates residents is the candidates having a list of who had voted and not voted. This led to what many deemed badgering. Is that really considered something the WCA is required to provide?

 

   

Appendix      D 

Article by Chris Barrett 

VM ELECTIONS: WHY NOT RUN? Following the Sept. 1 1 WCA Board elections, a number of residents have asked WOW what is involved  in  running  for  their  neighborhood's  voting  member  position.  To  help  answer  their questions, WOW has put together the following questions and answers. 

 

WHAT IS THE VOTING MEMBER AND WHAT DO THEY DO? The  voting member  is  your  neighborhood's  voting  representative  at  the  association's  Voting Member (VM) meetings. Each Westchase village has neighborhood committee consisting of one VM  and,  ideally,  at  least  two  alternates,  who  step  in  to  attend  meetings  when  the  VM  is unavailable. 

VMS have two major responsibilities. They elect the Westchase Community Association (WCA) Board of Directors and can remove them. They also vote on all changes to Westchase's rules in the community's governing documents. 

WHAT IS THE TIME COMMITMENT? A VM's term is two years. VMS generally meet once monthly on the second Tuesday of the month at 7 p.m. In recent years, the meetings typically run only an hour—outside of board elections and a few meetings where they undertake review of proposed rules changes every other year. 

Some VMS go beyond this, attending WCA board meetings (held once monthly). Others serve as  their  neighborhood's  communicator  of  WCA  business  and  general  go‐to  person  with neighborhood issues and gatherings. This is entirely voluntary and is up to each VM. 

 

DO VMS HAVE TO ATTEND EVERY VM MEETING? No. If a VM has a conflict, s/he can ask their alternates to attend the meeting in their place. The Westchase  documents,  however,  do  automatically  remove  a  VM whose  neighborhood  has multiple  consecutive absences or more  than a  certain number of  absences each year.  This, however, rarely occurs. 

 

DO ALL VILLAGES HAVE VM ELECTIONS EVERY YEAR? No. Each year half of Westchase villages elect their VMs. 

WHICH WESTCHASE VILLAGES HAVE VM ELECTIONS THIS YEAR? Abbotsford, The Bridges, Glencliff, The Greens, Harbor Links/The Estates, Keswick Forest, The 

Shires, Stamford, Woodbay and Wycliff 

 

CAN WCA BOARD MEMBERS STILL SERVE AS THEIR NEIGHBORHOOD VM? Yes. There is no rule against the same person serving as VM and a WCA Director.  It strikes some folks as odd because the VMS vote for the WCA Board and those VMS get to vote for themselves when running for the board. 

This dual service often happens because no one else steps forward in the neighborhood to run. 

 

HOW DO I RUN FOR VM? The first step is emailing (a phone call won't work!) WCA Manager Debbie Sainz at manager@wcamanager.com with your name and address by Oct. 15 and requesting that your name be placed on the neighborhood proxy card. The candidates' names are listed in alphabetical order with some blank lines beneath for write‐ins. The WCA will then mail out the proxy cards to your village on or just after Nov. 1. Enough signed proxy cards must be returned by Nov. 30 for the election to count. 

 

IF I MISS THE OCT. 15 DEADLINE, CAN I STILL RUN? Yes, but  it's harder  to win this way. Each proxy card has blank  lines  for write  ins. You can go around your neighborhood and ask your neighbors to write in your name and vote for you. 

 

HOW MANY PROXY CARDS ARE NEEDED FOR IT TO BE A LEGIT ELECTION? To make  the  election  valid,  a  quorum  of  proxy  cards  or  residents must  be  present  at  your village's annual meeting  in December. A quorum represents one‐third of  the homes  in your neighborhood.  If  a  neighborhood  does  not  meet  the  quorum  at  the  annual  meeting,  the neighborhood has 30 more days to reach a quorum.  If  it  still misses quorum in 30 days,  the existing VM continues in his/her position. 

 

THERE ARE MULTIPLE NAMES ON MY PROXY. HOW DO THEY DETERMINE WHO 

BECOMES 

The person with the most votes becomes VM, with alternates listed in descending order. 

 

IF I WANT TO BE VM AND I'M RUNNING AGAINST OTHER FOLKS, HOW CAN I MAKE 

SURE I GET THE MOST VOTES? You can do several things. Each homeowner can vote for up to four people on the proxy. Most homeowners just check them all off. To ensure you are the top vote recipient, you can ask your neighbors to cast only a single vote for you. That single vote will still count. Second, you should consider finding out when your neighborhood proxy ballots are mailed, then walk your neighborhood, introducing yourself and asking for your neighbors' votes. You can even have your neighbors fill out their proxy card, sign it and turn it over to you. Each card also has a line granting the VM the right to cast ballots as s/he see fits as the neighborhood proxy. Your neighbors can strike out this name and write in yours instead. Once they sign the card, they grant you the right to vote their votes by proxy. 

Keep in mind, the most important thing here: Each neighbor must sign the proxy card and they must be a homeowner. Renters and relatives don't count. The office checks home ownership. 

 

CAN I GET EXTRA BALLOTS FROM THE WCA OFFICE TO WALK MY NEIGHBORHOOD 

FOR VOTES? 

Yes. The WCA office will give you a handful of copies of paper ballots for your neighborhood for neighbors who  lost  their proxy cards  to use. But you may have  to make additional  copies as needed. 

 

WHAT'S THE TRICK TO WINNING? The best way to win is to meet and communicate with your neighbors. As you go around, be sure to collect names, emails and cell numbers of each neighbor so you can reach out via email and text regularly once you're VM. If you don't have village Facebook page, create one. You can ask your VM to share their email list or include you in a social media post. There are, however, no clear rules regarding their ownership in the WCA documents, so some may refuse to hand over what they've collected. 

 

WILL I REGRET SERVING AS VM? No.  It's actually  rewarding. You'll meet a  lot of wonderful people who care greatly about  the community. 

   

Appendix E:       

WESTCHASE COMMUNITY ASSOCIATION INC RESOLUTION OF THE BOARD OF DIRECTORS ESTABLISHING

PROCEDURES FOR INSPECTION OF OFFICIAL RECORDS OF THE ASSOCIATION

WHEREAS, Chapter 720 of the Florida Statutes allows every Member or Member’s authorized representative, as designated in writing, to inspect certain official records and obtain copies, excluding those records that are exempt from production by law; and

WHEREAS, Section 720.303, Florida Statues, allows the Association to adopt rules regarding the frequency, time, location, notice, records to be inspected, and manner of inspections and copying: NOW, THEREFORE, it is hereby resolved as follows:

1. Any requests by Members of the Association to inspect official records or obtain copies of such records shall be in writing and shall be sent by certified U.S. Mail to the office of the Association’s management company, Greenacre Properties, Inc., 4131 Gunn Highway, Tampa, Florida, 33618. Any communications sent by email are not deemed to be received by the Association. Any communications sent by U.S. Mail to the Association’s attorney or to the individual homes of Directors or Officers are not deemed to be received by the Association.

2. If a Member’s authorized representative will inspect the official records, the authorized representative must be identified by the Member in writing, and must present proof of identification upon arrival.

3. Each request must include an address and a telephone number where the Member may be contacted. An email address is also recommended.

4. Members should state in detail the specific records that they wish to inspect or copy. Inspection or copying of records shall be limited to those records specifically requested in advance, in writing.

5. Depending on the scope or volume of the demand for inspection of records, the Association may, in its discretion, limit the number of documents produced at any one time and make arrangements for subsequent inspections at which additional documents may be produced.

6. Inspections will be arranged by appointment only, at a time and place to be designated by the Association. Records will be produced for inspection during business hours Monday through Friday, within 45 miles of the community or within the county in which the association is located. Inspections are generally intended to take place at the offices of the Association’s management company, but the Board of Directors or its agent may designate an alternate location.

7. Members may submit no more than one request for inspection of records per month and Members or their authorized representatives are limited to a maximum of 8 hours of inspection time.

8. Official Records will not be researched. For example, a request to “provide the electric bills for the five most expensive months during the past four years” would not be acceptable. A request to “provide access to all electric bills for the past four years” would be acceptable.

9. Neither the Association, nor any Agent of the Association will be required to interpret any document found within the Official Records or answer questions for a Member during the course of the inspection. Questions can be submitted to the Board of Directors via the management company, and the e Board or other agent of the Association may respond at a later date.

10. Documents will be produced as they are kept in the ordinary course of business; however, records kept in an electronic format may, at the discretion of the Association or its agent, be printed for inspection by the Member or the Member’s authorized representative. Neither the Association nor any agent of the Association shall be required to produce any report or alter the format of any record.

11. There will be a witness present during the inspection. If the conduct of a Member or a Member’s authorized representative becomes disruptive or otherwise inappropriate for the location of the inspection, the inspection may be terminated at the discretion of the Association or its agent.

12. No Member may mark, write upon, alter or remove any portion of the Official Records. Any violation of this provision may result in a suspension of that Members right to inspect the Official Records.

13. The cost for copies will be $.25 cents per page, or such other amount as may be determined from time to time, to the maximum extent permitted by law. All copying will be done by the personnel at the

office where the records are inspected; however, if the number of copies exceeds 25 pages, the Association may choose to have the copies made by an outside vendor, in which case the actual cost of copying will be charged to the member requesting the records.

14. The association may impose fees to cover administrative costs, including the costs required for personnel to retrieve and copy the records if the time spent retrieving and copying the records exceeds one-half hour and if the personnel costs do not exceed $20 per hour. Personnel costs will not be charged for records requests that result in the copying of 25 or fewer pages.

15. Any request for inspection or copying that does not comply with these rules shall not be honored.

IN WITNESS WHEREOF, the Board of Directors of Westchase Community Association, Inc., at a duly noticed meeting of the Board of Directors at which a quorum was present, held on the ____ day of , 2015, in the manner required by the Association’s governing documents, has adopted the foregoing resolutions upon motion made by and seconded by and passing with a vote of ____ in favor and ____ opposed. The resolution, is to be made a part of the minutes of the meeting of the Board of Directors held on the ___ day of __________________, 2015.

Print Name: _____________________________________ Print Name: ______________________________

Title: President Title: Secretary