EXHIBIT A – CONTRACT SERVICES
ELECTION ADMINISTRATION
The Inspectors of Election will provide the consulting services and staff to provide the services as defined below:
1. TIE will assign a representative to coordinate with the association’s managing agent or designated representative acting as a liaison between the Board of Director and The Inspectors of Election. The association’s managing agent or designated representative will prepare and/or provide the rules and procedures for the meeting, documentation on any Election Committee actions, documents from the candidates and/or any pertinent notice and agenda information required for the meeting. All documents that are to be included in the notice are to be in final form ready for printing. 2. TIE will review governing documents and civil codes and make recommendations as appropriate for the handling and preparation of voting and balloting information. TIE may rely on the association’s legal counsel’s review as evidence of the proper documentation and mailing of the notice and voting materials at the expense of the association.
3. TIE will prepare a tailored Election Action Calendar with the deadlines for action, based on civil codes, bylaws and the association election rules and procedures.
4. TIE will prepare the election package including all items required by civil codes and/or governing documents. These typically include, but are not limited to: meeting notice, agenda, candidate statements, voting instructions, ballots and balloting envelopes. The election package will be tailored for your association. As part of our quality assurance process, TIE will rely on the association’s managing agent or designated representative and/or the association’s legal counsel’s review and approval, as required, of the election package before final printing and distribution. 5. TIE will prepare the membership list for mailing and registration purposes. TIE requires the association to provide an electronic version (Microsoft excel or tab delimited) of the most current eligible owner list indicating owner’s first and last name, on-site property information, and mailing addresses to The Inspectors of Election when requested. TIE will use the membership list for preprinting the return registration envelopes (Envelope #2) and addressing the election package mailing envelopes. TIE prints the civil code owner required information on the return registration envelope (Envelope #2). Additional fees may be applicable if TIE is required to make extensive conversions of the information provided. The association membership list is kept completely guarded and is used for no other purposes than the execution of the election in this contractual agreement.
6. TIE’s mailing department will sort, stuff, add postage and mail the election package to the eligible membership list provided by the association.
Page 4 of 7 3403 - The Inspectors of Election Agreement for Outdoor Resort Palm Springs Meeting Date: 3/15/2021
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