Election Guidelines Botong Seaside Homeowners' Association (Hoa), Inc

ELECTION GUIDELINES
BOTONG SEASIDE HOMEOWNERS’ ASSOCIATION (HOA), INC.
Basic Information
Registration No. :
Date of HLURB Registration :
Number of Board of Directors :
Term of Office :
Date of Annual Meeting :
Total Number of Members :
Election Mode :
Schedule of Election : _________________________
II. WHO ARE MEMBERS (Section 1, Art III of the Association’s Bylaws)
a ) All homeowners, listed in the hereto attached master list in the General Information Sheet
(GIS) for 2017-2018 as certified by the association’s Secretary and Treasurer.
b) Voting right of member The right of membership, including the right to vote and to be
voted for, shall be exercised by the head of the family or authorized representative of each
member.
Each member shall be entitled to only one (1) vote. Voting by proxy shall be allowed.
III. WHO CAN VOTE?
a. All names listed in the master list submitted by the association, and the additional
names of members submitted by the association as certified by the association’s
Treasurer and President are considered members and qualified to vote.
Any member whose name is not included in the master list or declared delinquent is
given five (5) working days from the date of posting to file a petition before the
ELECOM to include their names in the master list of qualified voters.
After the period of challenging the qualified of voters, the ELECOM shall resolve all
petitions within three (3) days. The final master list of voters shall be posted in
conspicuous places inside the village.
b. Proxy voting is allowed. All proxies must present an authority in writing, dated,
signed by the authorizing member with attached photocopy of valid ID of both the
proxy and the member. This must be presented three (3) days before the scheduled
election with the ELECOM. Any question on the validity of proxy shall be decided by
majority vote of members of ELECOM. Candidates may act as proxy to a maximum of
two (2) members only.
IV. NOMINATION OF CANDIDATES FOR MEMBERS OF BOD
a. Period of Nomination: Not less than 7 nor more than 14 days before the scheduled (Filing
of nominees shall be on _______________ 2020 at 8:00AM until 5:00 PM of
____________ 2020 to the members of the ELECOM. Filing time is from 8AM to 5 PM.
b. Who may Nominate: Any fifteen (15) or more members may by written petition
nominate/endorse candidates for Board of Directors. The names of nominees shall be
posted in the bulletin board of the association.
The ELECOM shall accept the nomination of candidates for the BOD from _______,
2020. Any member, within two (2) days from posting, is allowed to petition for the
disqualification of any nominee/candidate. After ruling on any objections to the
nomination, the ELECOM shall post the final list of nominees for the Board of Directors to
be elected in conspicuous places, apart from the venue of the election.
V. POSTING RREQUIREMENT:
a) Master list of Voters. The ELECOM shall post the master list of voters inside the village.
b) Schedule of Election: _____________, 2020, 10:00AM to 12NN at Botong Seaside HOA,
Inc., Oton, Iloilo.
c) Filing of Nominees: ________________, 2020, 8AM to 5PM to any ELECOM Member
d) Posting of The Notice of Election: The Notice of Election and the names of the
nominees/candidates shall be posted in the main entrance of the subdivision starting
_______________, 2020.
VI. NUMBER OF BOD TO BE ELECTED: The member may elect 5 members of the BOD
VII. QUALIFICATIONS OF CANDIDATES
a. Must be of legal age;

b. Must be a member in good standing. (Member in good standing is one who complies
faithfully with all the duties and obligations of a member as determined by the BOD.
He shall enjoy the right to participate and vote during elections and in all meetings or
deliberations of the members.
c. Must be an actual resident of the Graceville Homeowners, Association, Inc. for at least
six (6) months immediately prior of the election; and
d. Has not been convicted by final judgement of an offense involving moral turpitude
The legitimate spouse of a member may be a candidate in lieu of a member
VIII. PROHIBITED ACTS

- During election day, no candidate/s except when voting shall be allowed inside or within a
25 - meter radius from the polling area.
- Liquor and other intoxicating drinks shall be strictly prohibited at or within 25 - meter radius
from the polling place.
IX. ELECTION. The ELECOM shall supervise all activities during the elections, including the
registration of voters, counting and casting of ballots, tally and tabulation of votes, and hear
and act upon election protest.
- Each member shall be entitled to only one vote regardless of the number of properties
owned;
- In the event of tie among candidates, the ELECOM shall review the ballots and determine
with certainty the existence of a tie. If confirmed, the dispute shall be resolved through toss
coin with the candidate correctly calling the toss as winner.
- After canvassing of votes, the Chair of the ELECOM shall proclaim the winning candidates
who shall immediately meet for the purpose of organizing the Board.
X.ELECTION CONTEST. The election contest shall be in writing and filed by any of the aggrieved
candidate/s within five (5) days after the proclamation of the winning candidates, specifically
stating the grounds thereof. The duly constituted ELECOM of the association shall decide on
the controversy brought before it within the non-extendible period of the five (5) days.
XI.ELECOM MEMBERS: Chair:

Members:
XII. RESPONSIBILITIES OF THE ELECOM
A.PRE-ELECTION ACTIVITIES
a. Filing of nominees for the members of the BOD as endorsed by at least 15 members
of the association
b. The ELECOM shall be responsible for the Posting of Election Notice and the names of
the nominees in the bulletin board of the association 5 days before the date of
election
B. ELECTION ACTIVITIES
a. Canvassing of votes shall start immediately after voting period. Of the three (3)
ELECOM members, one shall read the names of those voted witnessed by the other
HLURB representative with the other making a tally.
b. After the canvassing, the results of the election shall be transferred to the required
forms and signed by the ELECOM. Official results shall be posted in the HOA
common area. Thereafter, the elected BOD shall meet and elect the association
Officers.
C. POST-ELECTION ACTIVITIES
SUBMISSION OF ELECTION REPORT. Within fifteen (15) days from the date of election,
the duly constituted ELECOM shall submit to the Regional Office of the DHSUD the
minutes of election of the new members of the Board of Directors/Officers of the
association. (Section 63, Rule 10 of RA 9904 Implementing Rules and Regulations)

Election Guidelines Botong Seaside Homeowners' Association (Hoa), Inc

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Election Guidelines Botong Seaside Homeowners' Association (Hoa), Inc

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ELECTION GUIDELINES

BOTONG SEASIDE HOMEOWNERS’ ASSOCIATION (HOA), INC.

III. WHO CAN VOTE?

IV. NOMINATION OF CANDIDATES FOR MEMBERS OF BOD

c) Filing of Nominees: ________________, 2020, 8AM to 5PM to any ELECOM Member

VII. QUALIFICATIONS OF CANDIDATES

a. Must be of legal age;

VIII. PROHIBITED ACTS

XI.ELECOM MEMBERS: Chair:

XII. RESPONSIBILITIES OF THE ELECOM

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