Frequently asked questions about annual meetings and elections

The 2024 annual meeting season began May 16. The fever-pitch of activity will continue for the next five weeks as all 16 mutuals and the Golden Rain Foundation (GRF) host their annual meetings.

The annual meeting and election season began in January and will conclude at the end of June. There are often many questions about this time of the year and why these activities are important.

What is an annual meeting and how is it different from a regular board meeting?

The mutual corporations and the GRF are required to have annual meetings in order to report to the membership their activities during the past year.

An annual meeting is similar to a State of the Union speech as directors are limited to presenting reports concerning finances, infrastructure, accomplishments, and goals for the future. Business is conducted at board meetings.

Who can attend annual meetings?

Shareholders/owners are encouraged to attend their mutual annual meeting (see schedule on page 6). All Foundation members are encouraged to attend the GRF Annual Meeting on Tuesday, June 11, at 2 p.m. in Clubhouse 4.

Are the elections and annual meetings held on the same day?

The ballot counting for the Mutual’s election will be conducted at the annual meeting. The ballot counting for the GRF election will be conducted at a special GRF Board meeting at 10 a.m. on Tuesday, June 4, in Clubhouse 4, one week before the GRF Annual Meeting.

How often are elections conducted?

Most mutual boards of directors are elected annually. The GRF has elections every year but elects directors from even-numbered mutuals in even-numbered years and directors from odd-numbered mutuals in odd-numbered years.

How many ballots will I receive?

Depending on the mutual, shareholders may receive one or two ballots. Shareholders in mutuals 2, 4, 6, 8, 10, 12 and 14 are scheduled to receive two different ballots this season: a ballot to elect their Mutual board of directors and a ballot to elect their GRF director(s). Shareholders in mutuals 1, 3, 5, 7, 9, 11, 12, 15, 16 and 17 are scheduled to receive one mutual ballot.

Should I separate the voting-portion of the ballot before mailing it in the envelope provided?

Check the enclosed instructions on how to fill out ballots and how to return ballots to HOA Elections of California.

Has my ballot been mailed?

Check the election schedule above to see when the mutual ballots were mailed. The GRF ballots were mailed May 3.

There are three people who live in my unit; do we each receive a ballot?

One ballot is mailed to each unit on file. The unit represents one share of stock/voting power.

Per Mutual bylaws, if there are multiple owners of one membership (unit) in the corporation, despite the multiplicity of owners, they shall jointly have only one vote.

Can I use a proxy or designate someone to vote on my behalf?

Proxies are not permissible in GRF elections but, depending on the Mutual's election policy, proxies may be used in Mutual elections. To ensure the ballot’s integrity, ballot envelopes must be signed by the shareholder member connected to that household.

Are write-in candidates permitted?

Foundation bylaws do not permit write-in candidates for GRF directors. There is a space on most mutual ballots for write-in candidates. However, for the vote to be properly cast for the write-in candidate, that candidate must be nominated at the annual meeting (called “nominated from the floor”) and must be present to accept the nomination. My mail is forwarded to a post office box or an address outside the community. Will my ballot be forwarded to me?

No. As the voting rights are tied to the unit, ballots are all mailed to the units. However, a replacement ballot can be mailed to the address of the shareholder’s choice. For more information, call HOA Elections of California at 951-667-7191 or email info@hoaelections.com or go to https:// shorturl.at/nBLY7 to request a replacement ballot.

The candidates on my ballot are running unopposed; why should I vote?

Every vote counts and everyone’s participation in the election process is critical for the operation of this community. Additionally, the return of a properly cast ballot ensures that a Mutual will obtain necessary number of votes to produce the annual meeting and counting of ballots.

I don’t know the candidates running for my mutual’s board of directors; why should I vote?

Read the candidate Statement of Qualifications (often referred to as a resume or biography) included with the ballot for information. Ask candidates questions on important topics. Attend meet-the-candidates events, and ask friends and neighbors for their opinion.

If shareholders decide not to cast their votes for any of the mutual candidates, they are still strongly encouraged to vote by checking the box labeled “abstain from voting—ballot counted for quorum only” portion of the ballot. This lets them participate in the election process by returning a properly cast ballot.

I’ve heard a quorum is necessary before the ballots can be counted. What is a quorum?

A quorum is the minimum number of members that must be present to make mutual annual meeting proceedings valid. In the case of elections, the participation in the voting process counts as shareholder’s attendance. A quorum of at least one-third (1/3) for some Mutuals and half plus one for some of the mutual corporation membership is required before the mutual ballots can be counted.

I lost my ballot OR can’t remember if I mailed my ballot. What do I do?

Call HOA Elections of California at 951-667-7191 or email info@hoaelections.com or go to https://shorturl.at/hDES2 to request a replacement ballot.

Where do I mail the ballot?

Shareholders can mail the ballot to the Inspector of Elections, HOA Elections of California., Inc, 1001 Avenida Pico, Ste C496, San Clemente, CA 92673. Drop the ballot in a US mailbox as soon as possible. The ballot must be received before 5 p.m. on the business day before the annual meeting.

Members can also utilize the on-site ballot box in front of the Administration Building at least one hour before their Mutual’s annual meeting begins, or hand-deliver their ballot to Clubhouse 4 on the day of the annual meeting.

I still have questions about annual meetings and elections. Who can help me?

Contact Senior Portfolio Specialist Ripa Barua at ripab@lwsb.com for Mutual Election assistance, or Jenna Dever at jennad@ lwsb.com for GRF election assistance.

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