Annual meetings and elections: frequently asked questions

The 2026 annual meeting season will conclude June 23. Following are most asked questions and answers about this time of the year.

What is the annual meeting and who can attend it?

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. Shareholders/owners are encouraged to attend their Mutual annual meeting, and witness the ballot counting (see schedule above).

How many ballots will I receive?

Shareholders in evennumbered Mutuals received 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 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?

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 are unsure, are still encouraged to vote by checking the box labeled “abstain from voting—ballot counted for quorum only” portion of the ballot.

Why is a quorum necessary before the ballots can be counted?

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