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Rotonda West Elections

2021 Packet for Notice of Intent to run for Board of Directors

2021 Election Committee Rules, Procedures and Political Campaign Guidelines

RWA Voting Procedures Questions & Answers


RWA Voting Procedures Questions & Answers

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Why must I sign the outside of the white preaddressed envelope?

Because we have a secret ballot, the procedures adopted by the Board of Directors of the RWA are as required by Florida statute 720.306 (8) (b). This statute requires the ballot be sealed in an envelope with no identifying markings, and placed inside an envelope with the lot identified and a signature on the outside of the envelope.

Why do I have to place each sealed ballot envelope in a separate signed white pre-addressed envelope? If I/we own more than one lot, why can’t we place all blue sealed ballot envelopes inside a single signed pre-addressed envelope?

Florida Statute 720.306 (8)(b) and the RWA Election Procedures section XIII A requires that each lot must individually have the signature verified as being of the designated voter.

BLUE BALLET: TWO ACTION ITEMS TO VOTE ON
  • Rollover of excess funds:  Your vote is necessary to give the Board of Directors permission (or not) to rollover any excess RWA 2021 funds to the 2022 budget.
  • Vote for new Directors:
    • There are 2 openings for Directors this year.  Each is a three year term.
    • There are 4 candidates.  Vote for one or two candidates BUT NO MORE THAN 2, or your ballot won’t count.  
    • The enclosed Candidates Sheets provide some personal and professional background on each of the four candidates.

Once you complete your blue Absentee Mail-In Ballot:

  • Put your ballot into the BLUE envelope and seal it.  This is to protect your vote and privacy.  No one will know who and how you voted.
  • Then put that blue envelope INSIDE the white, pre-addressed envelope to Webb, Lorah & McMillan, PLLC.
  • Whomever completes the ballot in your household needs to Print Your Name and Sign the outer white envelope on the bottom left where it specifies your signature.
    • This is so the Webb, Lorah & McMillan professional firm can cross check your name with the name and lot # on the top corner of the white envelope, confirming your vote is legitimate and owner of the lot, who is qualified to vote in this election.
  • Then simply put a stamp on the Outer White Envelope and mail it.
  • If you own more than one house lot, you will receive a Blue Ballot for each lot owned.  EACH BLUE BALLOT YOU RECEIVE MUST BE ENCLOSED SEPARATELY IN ITS OWN BLUE ENVELOPE AND THEN PUT INSIDE IT’S SEPARATE, CORRESPONDING WHITE ENVELOPE FOR MAILING!!!
    • This is too insure each ballot corresponds with the owner’s name and the specific Lot # pre-printed on the top left corner of the white envelope.  This avoids any fraudulent, duplicate votes.
    • If you enclose more than one blue ballot into a white envelope – they will be VOID and not tallied, and your vote(s) won’t count.  Please follow instructions so your vote will be counted.

HELPFUL HINTS:

  • All ballots must be received by no later than December 1, the day before the Annual Meeting to be counted.  So please allow yourself at least a week for mailing to ensure your vote arrives on time.  If you are residing outside the United States, please allow plenty of time for your ballot to reach the FL address pre-printed on the White Outer Envelope.
  • If you prefer to drop off your ballot at the Rotonda West Community Office, there is a locked “Drop Box” directly inside the door on the right hand side.  This will save you postage and will insure that your ballot arrived on time.  Again, all ballots need to be received by December 1st, the day before the Annual Meeting held on December 2.
  • For those of you who prefer to vote in person, rather than use a Mail-In ballot – – you can arrive and vote in person at the RWA Community Center on December 2 between the hours of 5:00 – 6:30 PM.

If you have any questions or concerns, PLEASE don’t hesitate to call the RWA office at 941-697-6788, or you can email the Election Committee at electioncommittee@rotondawest.org.

What happens when the ballots are received by Webb Lorah and/or the RWA?

The RWA’s Independent Auditor, Webb Lorah, is the custodian of all mail-in ballot documents received prior to the annual meeting. Based on RWA Election Rules and Procedures, the Independent Auditor determines that annual meeting/election related documents have been completed and submitted properly. Your sealed blue envelope, containing a blue ballot, is opened and counted during the annual meeting, not before the meeting. Since the blue envelope and blue ballot contain no identification markings, your vote is secret. However, if rules and procedures are not followed, RWA Election Rules require that ballots be disqualified and not counted.

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