Section 1 - Conduct of Elections. As more fully described below, Voting Members of the Club may cast votes:
(i) in each election of Trustees, including the Tennis Captain, by written ballot delivered or mailed to the Club and
(ii) on each other matter submitted for a vote of the Voting Members, either by appearing in person at the relevant annual or special meeting or by appointing a proxy to cast a vote on behalf of such Voting Member at the relevant annual or special meeting, as provided below.
The Board of Trustees shall conduct all elections, both regular and special, and shall have charge of all matters pertaining thereto.
Links to quotations in Chapters: 213 and 270.
3/17/04: Amendment introduced "absentee" voting by written proxy. Formerly, members were required to be present at a meeting to vote on anything other than the election of the Board of Trustees (which was already by written ballot).
Section 2 - Voting Powers. Each individual Joint Active Member and each individual Single Active Member shall be entitled to one vote on any particular matter or, in the case of a single election to fill more than one position (including without limitation, the ordinary election of Trustees, including Tennis Captain), a number of votes equal to the number of positions to be filled in such election. Such votes may not be cumulated: no member may cast more than one vote for any single candidate. In the case of a joint Active membership, each individual shall have one vote (or each shall have a number of votes equal to the number of positions to be filled, as the case may be).
Links to quotations in Chapter: 213 and 270.
Section 3 – Ballots for Election of Trustees. Upon the close of nominations, the Secretary shall prepare a written ballot containing the names of all nominees for the office of Trustee, including Tennis Captain. The Secretary shall mail one or more copies of such written ballot to each Voting Member at his or her address as shown in the Club records not less than thirty (30) days before such meeting. In addition, any Voting Member may obtain a copy of such ballot, upon request at any time after it is mailed. Voting Members may cast ballots by delivering a marked ballot at the Club or by sending a marked ballot to the Club by first-class mail. The Board of Trustees or the President shall establish procedures to ensure (insofar as a reasonably practicable) that each individual Voting Member casts only one ballot in each election. Ballots that are (i) cast by Voting Members who are in good standing at the date of the relevant meeting and (ii) actually received at the Club on or before the relevant meeting is called to order shall be canvassed to determine the result of the election (provided that, if the annual meeting is held at a location other than the Club, the Board of Trustees may establish alternate rules for the delivery of marked ballots, which may require that all ballots delivered on the day of such meeting be delivered at the place of the meeting).
Link to quotation in Chapter: 213
Section 4 - Canvassing of Ballots for Election of Trustees. Ballots shall be canvassed in the offices of the Club or at the site of the annual meeting by an election board consisting of not less than three (3) members appointed by the Secretary. Any Voting Member of the Club may be present at such canvass. The candidates for Trustee receiving the greatest number of ballots shall be declared elected. The candidate receiving the largest number of votes for Tennis Captain shall be declared elected. Promptly upon the conclusion of the canvass, the election board shall certify the results thereof to the President, who shall forthwith announce the result of the election.
Link to quotation in Chapter: 213
Section 5 – Distribution of Proxies. When the Secretary mails notice of a meeting at which a matter other than the election of Trustees, is to be submitted to a vote, he or she shall also prepare and mail to each Voting Member, with such notice, one or more copies of a form of proxy to be completed and signed by such Voting Member. That form shall:
(a) list each such matter then scheduled to be voted on at such meeting and provide three checkboxes for each matter, by which the recipient may indicate that he gives instructions to vote for that matter, against it, or to abstain from the vote,
(b) name as attorneys-in-fact three (3) individual members appointed by the Secretary for such purpose (none of whom shall be a member of the Board of Trustees), authorizing any one of them to cast the signatory’s vote, but only as instructed by the signatory in the proxy,
(c) instruct each attorney-in-fact to vote in favor of approval of the minutes of prior meetings of the members of the Club,
(d) give the attorneys-in-fact discretion to vote on behalf of the signatory on matters incident to the conduct of the meeting, but only if that discretion is exercised in a manner consistent with the specific instructions and
(e) instruct each attorney-in-fact to cast the signatory’s vote against any other resolution or matter that may come for a vote at the meeting.
At least one of the named proxies shall attend the meeting and shall cast all votes as directed by the signatories of effective proxies (including without limitation votes directed to be cast against proposals or recommendations of the Board of Trustees).
Link to quotation in Chapter: 270.
3/17/04: Amendment introduced "absentee" voting by written proxy.
Section 6 – Proxy Rules. Proxies shall comply with the following additional limitations, restrictions and requirements:
(a) No proxy shall be effective unless it is made in writing and signed by the Voting Member granting such proxy himself or herself, and a copy thereof is delivered to the Secretary at least one hour before the relevant meeting is called to order.
(b) No proxy shall be effective for more than one meeting or for a period in excess of ninety (90) days, provided that a proxy that is effective when a meeting is called to order shall remain effective throughout such meeting, even if such meeting is recessed and reconvened or continued.
(c) Any proxy may be revoked (whether or not it purports to be irrevocable or is coupled with an interest) by a written statement to such effect delivered to the Secretary at least one hour before the relevant meeting is called to order, or in such other manner as the Board of Trustees or the President may determine is sufficient to revoke such proxy.
(d) No proxy may be given except by completing the form distributed by the Secretary as described in Section 5, and no proxy may name as attorney-in-fact or proxy any person other than the three individuals appointed as described in Section 5.
A proxy shall be ineffective if the Board of Trustees or Secretary determines that it does not comply with this Section and the other provisions of these Bylaws.
Link to quotation in Chapter: 270.
3/17/04: Amendment introduced "absentee" voting by written proxy.
2/27/25: Amendment to add new Section 7 proposed to the members by the Board.