Annual meetings and elections: frequently asked questions

The 2026 annual meeting season will conclude at the end of June. Following are most asked questions and answers about this time of the year.

What is the 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 in the past year. Directors read reports concerning finances, infrastructure, accomplishments and goals for the future.

Who can attend annual meetings?

Shareholders/owners are encouraged to attend their Mutual annual meeting (see schedule above).

The ballot counting for each Mutual’s election will also be conducted at the 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?

Shareholders in even-numbered Mutuals received a GRF and Mutual ballots; in odd-numbered Mutuals—one Mutual ballot.

If there is more than one person living in the unit, they received one ballot to vote jointly.

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 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, that candidate must be nominated at the annual meeting, 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, unless a secondary address is listed in the system. People can request a replacement ballot at the HOA Elections of California website https://hoaelections.net/needa- replacement-ballot, via email info@hoaelections.com, or by calling 951-667-7191.

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

The return of each properly cast ballot ensures that each Mutual will obtain the 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.

Those who decide to not cast their votes are still encouraged to vote by checking 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 1/3 for some Mutuals and 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 it. What do I do?

For a replacement ballot, contact the Inspectors of Elections, HOA Elections of California, by phone at 951-667-7191, email info@hoaelections.com, or visit https://hoaelections.net/ need-a-replacement-ballot.

The ballots can be:

• Mailed to the Inspector of Elections, HOA Elections of California., Inc, 1001 Avenida Pico, Suite C496, San Clemente, CA 92673, and received before the annual meeting, on a business day, by 5 p.m.

• Dropped off in the ballot box in front of the Administration building at least one hour before the start of their Mutual’s annual meeting.

• HanddeliveredtoClubhouse 4 on the day of the annual meeting.

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

For Mutual election assistance, contact Senior Portfolio Specialist Ripa Barua at ripab@lwsb.com.

For GRF election assistance, contact Andrea Matteucci at

andream@lwsb.com or Emma Hurtado at emmah@lwsb.com. —Ripa Barua, Portfolio Specialist