In order to meet our quorum requirements, members are allowed to submit a Proxy if they cannot attend the Annual Meeting on December 10, 2024. If you cannot attend the meeting, the Proxy allows another member named by you to vote on your behalf. If you attend the meeting, you do not need a Proxy form, of if you have submitted one but find you can attend after all, your proxy is returned to you and you vote in person. We must have 77 people or Proxy forms submitted to conduct business at this meeting.
This year, we also will need to meet a quorum requirement to adopt amendments to our governing documents. These amendments will require an "approve" or "disapprove" vote by 75% (286) of our homeowners. If you attend the meeting in person, you will submit a Ballot, but if you cannot attend, you are allowed to submit an Absentee Ballot in advance of the meeting. No Absentee Ballots will be allowed once the meeting is called to order on December 10.
To facilitate this, Board members will be collecting both Proxy forms and Absentee Ballots (and answering questions) at the Clubhouse on Saturday mornings from 9:00 am-11:00 on these dates:
Saturday, November 16
Saturday, November 23
Saturday, November 30.
If the weather is accommodating, we will be in the Clubhouse parking lot at 4820 Wellesley Blvd, and you can just drive by and drop them off. If the weather is not so hospitable, we may be inside the Clubhouse during those times. We just need to check you off on our rosters, so it only takes a minute.
If you are unable to bring your forms by the Clubhouse on these dates (or the regular Board meeting on Tuesday, November 12), you can mail them or deliver in person to Town Management, 1166 Jamestown Road, Suite B before December 1 if possible.
In order to meet our significant requirement for the Special Meeting to amend our governing documents, if we have not received your Absentee Ballot by December 1, we may come to your house to ask for your cooperation in submitting it to the Board.
Please contact Pat Duggan at 757-359-0251 (pwgduggan@gmail.com) or Kelly Coronel at 757-291-5369 (kellycoronel59@gmail.com) if you have questions, or Kimberly Mills, our property manager at Town Management at 757-565-6200.