Covenants Committee Meeting Minutes
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Attendance:
Absent:
Discussion was held regarding the process to be used for the Community vote to amend the Covenants. The committee decided that the mailing should include a cover letter, which would emphasize the need for voting and which would explain the voting procedures; the document outlining the proposed changes, which would include a simplified explanation for each change; the ballot; and a return envelope which would be pre-addressed to the Community Center and would have the owner of record’s name and address on the upper left hand corner. It was decided that Koger Management would handle the mailing. The voting package would be mailed September 1, with the balloting cutoff being 5 p.m., October 1. Residents could deposit ballots in a ballot box to be placed at the Center or they could mail them. It was also decided that the ballot box would be emptied periodically by a member of the committee and the ballots received thus far would be checked off on the master list of community homeowners. At some point between September 1 and October 1, members of the committee would make phone calls to those homeowners who had not as yet voted. It was the consensus of the committee members that meetings to encourage residents to votes might not be as effective as the phone calls, since meeting attendance would be questionable.