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Annual Meeting 2019
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What is the Annual Meeting?The Oak Hills Homeowners Association Annual Meeting is held once a year for all homeowners and residents to attend. At this meeting, three new Board directors will be elected and any other items of business that require a vote by members of the community. Additionally, Board Directors will provide department updates and homeowners are invited to ask questions or address the Board during an open forum.
As stated in the By Laws (article 5, section 2): The annual meeting of the members of the Association shall be held on the second Tuesday of May of each year if not a legal holiday, and if such Tuesday is a legal holiday, then on the next succeeding Tuesday not a legal holiday. Written notice of each annual meeting shall be given to each member entitled to vote thereat, either personally or by mail or other means of written communication, addressed to such member at his address appearing on the books of this corporation or given by him to this corporation for the purpose of notice. All such notices shall be mailed or dispatched by the Secretary not less than ten (10) days nor more than fifty (50) days before such annual meeting and shall specify the place, the day and the hour of such meeting. Such notice shall also state the general nature of the business or proposal to be considered or acted upon at such meeting. The written proxy authorized by Article V, Section 5 herein shall accompany the notice of annual meeting prescribed by this section. |
INFORMATION DOCUMENTS
(as mailed in April by CMI to all homeowners) 
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2019 Items Requiring a Vote by Homeowners
The following are two items that require a vote of the homeowners at the Annual Meeting. Homeowners may vote in person at the meeting or by directed proxy ballot (see below for details).
1. HOMEOWNER ANNUAL DUES INCREASE
At the Mar. 6 Board Meeting, the Board of Directors approved the proposal of an annual homeowner dues increase of $150 for the fiscal year beginning October 2019. If passed by a majority vote (two-thirds voting in favor) of attending homeowners and proxy ballots at the Annual Meeting, homeowner annual dues will be $700 per year going forward. This figure was determined by dividing the annual operating costs ($458,250) by 650 homeowners. If passed at the Annual Meeting, homeowner dues will fully fund the current level of operations for all services provided to homeowners: Recreation programs (pool, gym, etc.), current staffing, maintenance of common areas and buildings, website and newsletter, Architecture Review Board (ARB), Compliance, Community Affairs, etc. Financial documents are posted on the Financial Information page.
2. BOARD DIRECTOR CANDIDATES
Each year the terms of three OHHA Director positions expire at the Annual Meeting. This year includes Directors: Sheila Brewer, Terri Danowski, and Linda Marshall. Sheila Brewer and Terri Danowski have accepted nominations to run for additional terms. Jana Carlson and Gerry Reeve have also accepted nominations to run for a term on the Board. Nominations will also be accepted from the floor at the meeting.
1. HOMEOWNER ANNUAL DUES INCREASE
At the Mar. 6 Board Meeting, the Board of Directors approved the proposal of an annual homeowner dues increase of $150 for the fiscal year beginning October 2019. If passed by a majority vote (two-thirds voting in favor) of attending homeowners and proxy ballots at the Annual Meeting, homeowner annual dues will be $700 per year going forward. This figure was determined by dividing the annual operating costs ($458,250) by 650 homeowners. If passed at the Annual Meeting, homeowner dues will fully fund the current level of operations for all services provided to homeowners: Recreation programs (pool, gym, etc.), current staffing, maintenance of common areas and buildings, website and newsletter, Architecture Review Board (ARB), Compliance, Community Affairs, etc. Financial documents are posted on the Financial Information page.
2. BOARD DIRECTOR CANDIDATES
Each year the terms of three OHHA Director positions expire at the Annual Meeting. This year includes Directors: Sheila Brewer, Terri Danowski, and Linda Marshall. Sheila Brewer and Terri Danowski have accepted nominations to run for additional terms. Jana Carlson and Gerry Reeve have also accepted nominations to run for a term on the Board. Nominations will also be accepted from the floor at the meeting.
Voting Information and Proxy Ballot
Voting Rights
The Bylaws state that each owner entitled to vote may do so “either in person or by agent or agents authorized by a written proxy.” Therefore, in accordance with Article IX (b) of the Bylaws, an owner MUST be present at the meeting in order to vote.
Can't attend the Annual Meeting?
If an owner is unable to attend the May 14th meeting, he/she may assign their voting rights to another person by way of a directed proxy (enclosed) to vote in their place. The person holding a directed proxy shall vote in accordance with the directions given in the proxy. It's easy to cast your vote: complete the Proxy Ballot and give to a neighbor attending the meeting.
Proxy ballots must be received in the offices of CMI by May 13, 2019, or presented at the Annual Meeting sign-in. Click here to download the 2019 Proxy Ballot (also mailed to homeowners from CMI in April).
Questions?
Please contact Nancy La Voie at CMI (503-445-1102, nancyl@communitymgt.com).
The Bylaws state that each owner entitled to vote may do so “either in person or by agent or agents authorized by a written proxy.” Therefore, in accordance with Article IX (b) of the Bylaws, an owner MUST be present at the meeting in order to vote.
Can't attend the Annual Meeting?
If an owner is unable to attend the May 14th meeting, he/she may assign their voting rights to another person by way of a directed proxy (enclosed) to vote in their place. The person holding a directed proxy shall vote in accordance with the directions given in the proxy. It's easy to cast your vote: complete the Proxy Ballot and give to a neighbor attending the meeting.
Proxy ballots must be received in the offices of CMI by May 13, 2019, or presented at the Annual Meeting sign-in. Click here to download the 2019 Proxy Ballot (also mailed to homeowners from CMI in April).
Questions?
Please contact Nancy La Voie at CMI (503-445-1102, nancyl@communitymgt.com).
SCHEDULE OF EVENTS |
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6:30 p.m. |
Childcare open (Community Room) – until 9 p.m. Pre-meeting events (Gym)
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7 p.m. |
MEETING START (Gym) AGENDA I. CALL TO ORDER (PRESIDENT) II. PROOF OF NOTICE OF MEETING (CMI) III. READING OF 2018 ANNUAL MEETING MINUTES (SECRETARY) IV. OHHA STAFF AND VOLUNTEER RECOGNITION (DIRECTORS) V. ANNUAL ASSESSMENT INCREASE: VOTE (PRESIDENT) VI. BOARD CANDIDATE INTRODUCTIONS, CALL FOR ADDITIONAL CANDIDATES: VOTE (PRESIDENT) VII. SELECTION OF ELECTION INSPECTORS (PRESIDENT) VIII. BALLOT COLLECTION: ANNUAL ASSESSMENT INCREASE, 3 BOARD DIRECTORS (CMI) IX. BOARD DIRECTOR UPDATES (DIRECTORS) X. NEW BUSINESS: IRS REVENUE RULING 70-604 (SECRETARY) XI. HOMEOWNERS' FORUM XII. ELECTION RESULTS (CMI) XIII. REMAINING HOMEOWNER FORUM, UNTIL ALL HEARD XIV. ADJOURNMENT DIRECTOR’S ORGANIZATIONAL MEETING IMMEDIATELY FOLLOWS |