Frequently Asked Questions about Annual Meetings and Elections

by Ripa Barua

Elections Specialist

The 2025 annual meeting season begins Thursday, May 15. The fever-pitch of activity will continue for the next six weeks as all sixteen Mutuals and the Golden Rain Foundation (GRF) host their annual meetings. Following are the most asked questions and answers about this time of the year.

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

The Mutual corporations and GRF are required to have annual meetings in order to report their activities during the past year to the residents. The annual meeting is similar to a State of the Union speech as directors are limited to presenting reports, whereas the business is conducted at board meetings. Directors read various reports concerning the future.

Who can attend annual meetings?

LW shareholders/owners are encouraged to attend their Mutual’s annual meetings ( see page 6). All foundation members are encouraged to attend GRF annual meeting on Tuesday, June 10, 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 3, in Clubhouse 4, one week prior to 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 evennumbered Mutuals in evennumbered years and directors from odd-numbered Mutuals in odd-numbered years.

How many ballots will I receive?

Depending on the Mutual, people may receive one or two ballots. Shareholders in Mutuals 1, 3, 5, 7, 9, 11, 15 and 17 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 2, 4, 6, 8, 10, 12, 14 and 16 are scheduled to receive one Mutual ballot.

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

Check 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 on page 6 to see when the Mutual ballots were mailed. The GRF ballots will be mailed May 2.

There is more than one person who lives 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 each Mutual’s election rule, 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 writein candidates. However, for the vote to be properly cast for the

write-in candidate, he or she must be nominated at the annual meeting, called nominations from the floor, and 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 unless a secondary address is listed in the system. However, a resident can get a replacement ballot by mail at the address of his or her choice by doing one of the following:

• Go to the HOA Elections of California website https:// shorturl.at/NwPiQ to request a replacement ballot.

• EmailHOAElectionsofCalifornia at info@hoaelections. com to request a replacement ballot.

• Call HOA Elections of California at 951-667-7191 to request a replacement ballot.

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

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 each Mutual will obtain a 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 topics of most importance. Attend meet-thecandidates events. Ask friends and neighbors for their opinion.

Those who decide not to cast their votes for any of the Mutual candidates are still encouraged to vote by checking the box labeled “abstain from voting— ballot counted for quorum only” portion of the ballot. This lets people 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. A quorum of at least one-third (1/3) for some Mutuals and half plus one (50% +1) 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?

Contact the Inspector of Elections, HOA Elections of California, by phone at 951667-7191 or email them at info@ hoaelections. com for a replacement. People can also visit https:// hoaelections. net/ need-a-replacement-ballot to request a replacement ballot.

Where do I mail the ballot?

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

People can also utilize the onsite ballot box located in front of the Administration Building at least one hour before the annual meeting starts for their Mutual or hand deliver their ballot to Clubhouse 4 on the day of the annual meeting. See instructions on the ballot for further information and don’t forget to sign the outside return envelope.

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, Andrea Matteucci at andream@lwsb.com or Emma Hurtado at emmah@lwsb.com for GRF election assistance.