Commonly 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 16 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 table above). All foundation members are encouraged to attend the 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 its 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 will receive two 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 and 16 will receive one Mutual ballot. Mutual 14 will receive two ballots.

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 above to see when the Mutual ballots were mailed. The GRF ballots were 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 write-in 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. 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.

• Email HOA Elections of California 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 matters. 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 included with the ballot. Ask candidates questions on topics of most importance and attend meet-the-candidate events. Those who decide not to cast their votes are still encouraged to check the box labeled “abstain from voting—ballot counted for quorum only” portion of the 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, at 951-667-7191 or info@hoaelections.com for a replacement. People can also visit https://shorturl.at/OfIjk 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. 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?

For Mutual assistance, contact Senior Portfolio Specialist Ripa Barua at ripab@lwsb.com and Andrea Matteucci at andream@lwsb. com, or Emma Hurtado at emmah@lwsb.com for GRF election assistance.