Purpose of Blog

The purpose of this blog is to keep Association Members informed of the work and progress of the Nominations Committee for the 2015 elections to the Board of Directors. No comments are accepted on the site. However, you can communicate with the committee by sending an e-mail to POC2015nominations@gmail.com or contacting them individually.

Draft Minutes of March 31, 2015, meeting of Committee

POCA 2015 Nominating Committee
DRAFT MINUTES
Tuesday, March 31, 2015
 
The meeting commenced at 7:00 p.m. All members were in attendance: Raed Mulrenin (chair), Helen Kay, Bille Hougart, Jessica Patterson Long, and Ed Mulrenin (secretary).
 1. Minutes of March 16th Meeting.  Approved with no changes.
2. Nominating Committee Guidelines. Discussed. Committee agreed that these should be passed down to future nominating committees to use as guidelines.  Changes suggested were for Chair to coordinate with board secretary how the nominating committee meshes at the annual meeting.
Meeting was closed under provisions of the D.C. Condo Act.
3. Traffic on POC2015nominations@gmail.com  Discussed. Ed reported that no one had sent any emails to the Gmail address.
4. Report from all on contacts with members. Discussed. Committee members reported on their contacts with Association members on their interest in being nominated for the board. Several possibilities came up, but most all of the contacts were negative.  Several members still had not been heard from so the list will remain open.
5. What the committee needs to do from here. Discussed. Committee members should continue to pursue all who may be a candidate.  All prospective nominees should be asked to send an e-mail to the committee’s email address stating: why they wish to run for the board, what value they might add to the board, and a brief bio about themselves.  A photo would be optional. The Committee agreed with Raed when he said that he planned to send out a new notice to Association members extending the deadline for nominations to April 10th with the committee’s minutes attached. The committee would distribute the notice itself by e-mail to save time and money, and to disengage the managing agent from the nominations/elections process. (Subsequent to the meeting it was decided that the committee would hold its April 19th meeting and get the list of potential nominees firmed up. If final decisions can be made at that time, its report would be prepared and sent to the secretary for distribution with the annual meeting notice the next day. But if at that time the committee felt compelled to interview someone or deliberate further, the committee would instruct the board secretary to send out the annual meeting notice without the committee’s report and that it would be sent out separately after final decisions are made.
6. Resolution for resolving Two vs. Three Seats issue. Discussed. Plan would be to draft resolution with two as lead, and three as backup, but with the Committee’s preference to resolve this issue in 2015 in the event of a vacancy on the board.  Raed (Chair) and Ed (secretary) to go over script for annual meeting   to avoid confusion.  Raed to discuss at next Board meeting. Nominating committee to have a third nominee in mind if at meeting Resolution to solve issue in 2015 is passed.
7. Format of Nominating Committee’s Report. Discussed. Plan is to make resolution of number of seats issue clear enough in written report so reading can be waived at annual meeting. Bottom of report will state whether there will or will not be a minority report at annual meeting.
8. Agenda for April 19th Meeting. Discussed
    - Review of Selection Criteria (see Minutes) (For Discussion)
   - Selection of Nominees (For Action)
   - Nominating Committee Report (For Action)
   - Minority Report (For Action)
   - Committee’s Report at Annual Meeting (For Discussion)
9. Schedule from Here. Next meeting will be April 19th, 7:00 p.m
New Business
10. Need for Improvement in Election Process. Bille and Raed raised the issue of the need for improvement in the election process itself.  The work of the nominating committee could be in vain if the election process is not fixed.  Some examples were mentioned. Bille posed the question of whether the committee ought to be charged or tasked with supporting the election process. Ed mentioned that after last May’s election he discussed the need for an annual meeting template with Jason (who is now secretary).  Ed also mentioned that outside of the context of the nominating committee he had just sent a message to the board about issues he discovered in the attendance and voting numbers with the September election, eighteen in all, mostly dealing with the lack of official records, the proxies, and the spreadsheet.  The committee agreed that Raed should discuss this matter of improving the election process with the board to the depth necessary.  Ed agreed to start a list of suggestions, a template really, and Bille agreed to review it with him.  The list will be circulated to committee members before it is given to Raed to discuss, as he wishes, with the board.
The meeting adjourned at 8:30 p.m.
Posted by