BALLOT & PROXY GUIDELINES FOR UNIT OWNER MEETINGS

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Melissa Reeves
6 years ago
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1 BALLOT & PROXY GUIDELINES FOR UNIT OWNER MEETINGS The following are guidelines for the Secretary to monitor the ballots and proxies used by Unit Owners during the voting process at Unit Owner Meetings. The Secretary should strive to have the voting done by secret ballot and to have all ballots counted that were issued to Unit Owners and/or their proxies. Voting should be performed in one of the three following methods: 1. For those Unit Owners who are able to attend the meeting, the Secretary will provide a numbered voting ballot to each Owner(s) of a Unit upon sign in at the meeting. Note there is only one ballot per unit. 2. Unit Owners who are unable to attend the meeting but know how they would vote, should contact the Secretary before the meeting for a ballot. They must provide the Secretary with a signed and dated DIRECTED PROXY (attached) in return for a numbered ballot. They should complete the ballot and return it to the Secretary in a sealed envelope prior to the start of the meeting. The Secretary will sign in for those who use this option as the Unit Owner s proxy during the sign in period just prior to the start of the meeting and will deposit the sealed ballots in the ballot box for subsequent counting. 3. Unit Owners who will not be attending the meeting and who for whatever reason(s) prefer to transfer their voting privilege to a designated proxy, should use a signed and dated UNDIRECTED PROXY (attached) to designate a person who will be attending the meeting to vote for them. The person acting as the proxy must attend the meeting, sign in as the proxy for the Unit Owner and provide the signed proxy to the Secretary in exchange for a numbered ballot. A person, by Connecticut statute, can act as an UNDIRECTED PROXY for only up to 15 Unit Owners at Spinnaker. The sign in process should be performed as follows: The Secretary should have 103 ballots numbered in a distinct manner from 1 to 103 less the numbered ballots already issued to Unit Owners who chose the DIRECTED PROXY option. There should be three sign in sheets, one for Spinnaker Drive, one for Regatta Drive and one for Compass/Windward, available at the sign-in station. Each sign in sheet should be arranged in numerical order by street address with additional columns for the name of the Unit Owner(s), the signature of the Unit Owner(s), the signature of the proxy, if applicable, and the proxy designation Directed (D) or Undirected (U), if applicable, as shown on the attached sample sign in form. The Secretary should appoint three volunteers, one for each sign in sheet, to assist during the sign in process. As each Unit Owner or their proxy signs in and is confirmed by one of the volunteers, the Secretary should provide in consecutive order a numbered ballot to the Unit Owner or their proxy. The Unit Owners and/or the proxies should deposit the completed ballots in the ballot box prior to commencement of the ballot counting process. The ballot counting process should be performed as follows: After the election of the two election inspectors is completed and counting of the votes is about to start, the Secretary should request that all ballots be deposited into the ballot box. After all the ballots have been deposited in the ballot box, each inspector should independently record the results of each ballot

2 using an unmarked ballot provided by the Secretary as a tally sheet. During the voting counting process, the Secretary should verify that the number of Unit Owner/Proxy sign ins equal the number of numbered ballots issued, which is the main reason for the Secretary s issuing of the ballots in numerical order. Once the inspectors have completed their work and the results of both counts are verified to be near equal enough to be of no consequence, they will provide the results in the attached Inspector s report format to the President who will state the results of the vote. The Secretary should collect and have filed all the ballots, proxies and sign in sheets to be part of Spinnaker Association s records for at least one year.

3 BALLOT NO ANNUAL & BUDGET RATIFICATION MEETING OF SPINNAKER UNIT OWNERS JUNE Election of Executive Directors Please select no more than ( ) members to the Board of Directors from the list below: The Ballot will be consider invalid if more than members are selected. Write in Candidate Write in Candidate Spinnaker Budget Ratification Vote I vote for ratification of the Board recommended Budget. YES NO Note: The budget is ratified unless a majority (52) of all the Unit Owners votes not to ratify.

4 DIRECTED PROXY Spinnaker Association, Inc. Annual Meeting of Unit Owners June The undersigned Unit Owner(s) of a condominium at Spinnaker Association, Inc. does(do) hereby appoint the Secretary To vote by proxy of the undersigned as directed on the enclosed ballot at the Annual Meeting of Unit Owners to be held at the on Tuesday, June at 6:00 p.m. Unit Owner 1: Print Name: Unit Owner 2: Print Name: Unit Street Address: Date:

5 UNDIRECTED PROXY Spinnaker Association, Inc. Annual Meeting of Unit Owners June The undersigned Unit Owner(s) of a condominium at Spinnaker Association, Inc. does(do) hereby appoint: To vote as designated undirected proxy of the undersigned at the Annual Meeting of Unit Owners to be held at June at 6:00 p.m. Unit Owner 1: Print Name: Unit Owner 2: Print Name: Unit Street Address: Date: The unit owner(s) may assign the proxy to anyone who will be at the meeting; he/she need not be a Unit Owner. Print the name of your proxy on the blank line. The unit owner(s) must sign, date, indicate the unit number, and print his/her name(s). Completed proxies must be handed in at the sign-in station at the Annual Meeting. A voting ballot will be provided for each signed proxy. The same person can be a undirected proxy for only up to 15 Unit Owners.

6 Spinnaker Association Annual Meeting June Sign-in Sheet Address Name Signature of Owners(s) Signature of Proxy Proxy D or U 1 Spinnaker Dr 2 Spinnaker Dr 3 Spinnaker Dr 4 Spinnaker Dr 5 Spinnaker Dr 6 Spinnaker Dr 7 Spinnaker Dr 8 spinnaker Dr 9 Spinnaker Dr 10 Spinnaker Dr 11 Spinnaker Dr 12 Spinnaker Dr 14 Spinnaker Dr 15 Spinnaker Dr 16 Spinnaker Dr 17 Spinnaker Dr 18 Spinnaker Dr 19 Spinnaker Dr 20 Spinnaker Dr 21 Spinnaker Dr 22 Spinnaker Dr

7 INSPECTOR S REPORT ANNUAL MEETING The results of the vote on the budget are as follows: Number of votes cast.. Necessary for ratification.less than 52 voting against Votes for ratification.. Votes against Votes rejected (invalid). The results of the votes on the election of Board members are as follows: Number of votes cast received received received received.. received.. received.. Illegal rejected (invalid)....

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