DANSFORTH HOMEOWNERS' ASSOCIATION
2018 Annual Meeting Proxy Form
Each Homeowner will be mailed a Proxy Form along with the Annual Meeting Notice. If for some reason, you do/did not receive the Proxy Form, you may go to the Charleston Management WEB site, visit http://www.charlestonmanagement.com go to the Broadcast Messages section and then you may print out a new form. Please do not submit more than one proxy form for each lot owned in Dansforth as this only complicates the tallying of votes during the annual meeting.
The purpose of this informational email. To notify you of the 2018 Dansforth Homeowners Associations Annual Meeting. To explain the purpose of and how to use the Proxy form. To define what a quorum is and how it is met. To explain the voting rules.
Meeting Information: The Dansforth Homeowners Association Meeting will be held on Monday, February 5, 2018 at 6:30 pm. The meeting will be held at Richland Creek Community Church, 3229 Burlington Mills Rd. Wake Forest, NC 27587.
What is a Proxy? A proxy is a signed document which allows you the homeowner to give your right to vote, at the annual Dansforth Homeowners Association Meeting, to another Dansforth Homeowner or to a Dansforth HOA Board Member. The current HOA Board members you may give your proxy to are: Stephen Andrade, Anthony Fucci, Ronald Nicoletti or John Horn.
What do I do with my Proxy Form? If you are unable to attend the annual meeting for any reason, you should fill out the proxy form and send it with a meeting attendee or you can mail it to Charleston Management Corp, PO Box 97243, Raleigh, NC 27624 or FAX it to 919.848.1548 Attn: Melissa Jenkins or email it to mjenkins@charlestonmanagement.com (Charleston Management).
The purpose of the Proxy Form is to: Attain a quorum
Appoint either an HOA Board member or another Dansforth Homeowner that is attending the annual meeting to vote on your behalf if you cannot attend the annual meeting.
The proxy is valid only for the specific annual meeting held with a quorum and voting for HOA Board members only. A proxy is not used to cast any other votes as part of the 67% requirement.
What if I miss the deadline for mailing the Proxy Form, is there another way to submit it? Yes, you can complete and sign your proxy and give it to a neighbor or a Board Member to bring to the annual meeting. Any proxy form that is unsigned or illegible or not dated will not be considered valid or counted.
What happens if more than one Proxy Form is submitted from the same household? In the event that 2 or more completed and signed proxy forms are submitted for the same address, the proxy with the latest date will be used. If both proxies are dated the same, they both will be voided.
What if I submit a Proxy Form and then decide to come to the annual meeting? In the event that you have submitted your proxy form and then you decide to attend the meeting, your proxy will be voided and you will/must vote in person at the meeting. By signing in at the meeting, you automatically void the proxy.
What is a quorum? The minimum number of HOA members needed for the HOA to conduct the meeting and for the voting to be valid. The CC&Rs state that the initial Quorum is 20% of all members entitled to cast vote.
What if we don't establish a quorum? In the event that we do not establish a quorum, the meeting will be adjourned for 5 minutes, then, a new meeting will be called to order. In accordance with the CC&Rs the new meeting will only require 1/2 of the original members. In this case that would be..... This process will continue until a quorum is established so that there is no rescheduling of the annual meeting.
Can I attend the meeting and vote if I rent a house in Dansforth? Although homeowners and renters both share the amenities provided at Dansforth, the Deeded CC&Rs state that only homeowners can vote.
Voting Rules:
Each household has one vote.
Voting Members must be in good standing with the HOA (No unpaid fees and no pending violations) in order to cast a vote.
A Neighbor Proxy is a Dansforth homeowner whose name has been written on a proxy form which is completed and signed by another homeowner. The neighbor proxy will give the assigned voter the total of one additional vote per assigned proxy. (ie. A Homeowner with 6 proxies gets their vote counted as seven votes.)
Any board member may be assigned as your proxy, works the same as the neighbor proxy.
All members' votes are conducted by secret ballot. This includes all proxy votes.
The results of the vote to include total number of votes for each candidate. The total number of proxies assigned to neighbors and board members will also be posted on the Charleston Management WEB Site.
The board members positions and contact information will be published within 30 days.
Publication of Candidates running for a seat on the Board. Each candidate is afforded the opportunity to submit a write-up, stating who they are, what they have to bring to the table and what they hope to see accomplished in the next two years. These write-ups (un-edited) will be emailed by Charleston Management and will be posted on the Charleston Management WEB site to afford each homeowner the opportunity to know who is running.
Candidates Presentation at the Annual HOA Meeting: Each Candidate for the Board of Directors will be asked to make a short presentation of 2 - 3 minutes at the meeting. After all the candidates have had the opportunity to speak, the vote will be taken.
Should you have any questions regarding the Proxy, Quorum or any other HOA Annual Meeting issues,
Please contact our Property Manager, Melissa Jenkins at 919.847.3003 or email mjenkins@charlestonmanagement.com.