Ballot Procedures Memo to Accounting Firm
Posted below is a letter reviewed with the MFTHBA accountant today that provided policies and procedures governing the tabulation of votes for the upcoming election. Apparently there has been some misinformation circulating concerning the mailing and counting of votes. Hope my previous post and this letter will provide additional clarity.
Sept. 20, 2007
Mr. Kenny Thomas
Thomas & Company
P.O. Box 536
Ava, MO 65608
Ref. Memorandum of Understanding Pursuant to MFTHBA Annual Election.
Dear Mr. Thomas,
The purpose of this memorandum is to define policies and procedures as to your responsibilities for verifying the 2007 MFTHBA Annual Election of Officers, Board members, and other ballot proposals.
Background:
MFTHBA has authorized Computech Mailing Services to print various enclosures and provide mailing services.
Computech was provided a membership disk by the MFTHBA office and they have Hygiene, Dedupe, Presort, CASS Certified the mailing list and will provide directly to you a copy of this disk.
Printing and mailing services are underway as of this writing and ballots will be mailed on or before Set. 26, 2007.
Outbound envelopes will be imprinted with the member mailing address, membership number, the return address will be your company, and postage will be first class.
Ballots have been printed in accordance with samples enclosed and each of the three ballots will include the membership number.
Return envelopes will be imprinted with your address and the return address will also be your address.
MFTHBA Expectations of Thomas & Company:
Maintain security of the voting process. At no time during the balloting process are you to have any contact with any MFTHBA board Member, Office Staff, MFTHBA Member of other third party.
The Officers and Board Members ballot must be counted and the various votes for each individual candidate will be tabulated.
The three ballot proposals:
Articles of Corporation, Bylaws, and Regional representation must be tabulated. If these proposals pass it must have a two-thirds majority to become effective.
Mailed ballots must be received at the ballot tabulating office no later than Oct. 24, 2007.
Members who prefer to vote in person may do so at the MFTHBA Office between the hours of 1:00 p.m. and 7:00 p.m. on Saturday, October 27, 2007.
Your organization must provide a representative to attend our annual meeting on October 27, 2007 and publicly announce the results of the election.
Your organization must preserve the various ballots for thirteen months and be made available in the event of a recount or audit.
In the event a ballot is returned to your office as undeliverable file the return and take no further action. You are not responsible for attempting verify member addresses.
Hopefully, this memorandum will clarify our goals and provide you will measurable expectations.
Thank you very much for the services you provide.
Best Personal Regards,
Jim D. Wood
Secretary/Treasurer, MFTHBA
