Page 38 - HMS -- Windward RFP -- updated 2017-04-19 1502

Management Functions

Available from HMS

ORGANIZATIONAL

MEETINGS AND RULES

IF SELECTED AS A SERVICE OPTION, HMS WILL:

 Plan and organize the Association’s Annual Meeting which includes:
 Selecting and reserving a qualified site
 Sending Notice-of-Meeting and Proxy
 Preparing pre-meeting checklist
 Preparing agenda, budget review, ballot, candidate biographies and other documents as
required for presentation
 Arranging for public address, recording, and projector equipment
 Arranging for Sergeant-at-Arms (security personnel)
 Providing sign-in and distribution of meeting materials
 Recording and preparing minutes for the Secretary
 Conducting election and voting tally
 Acting as chairperson and conducting the meeting, if necessary

 Attend Board Meetings which includes:
 Preparing written Management Report to Board in advance of meeting
 Prepare Board Packets containing necessary materials to conduct meeting
 Attending monthly Board Meetings at a mutually scheduled time
 Print and distribute to each Board member
 Provide Board Meeting room at the HMS offices

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