To download click here: Cover Letter for Proxy Vote 12-29-2011
December 29, 2011
First and foremost the Board of Directors wants to wish everyone a very Happy New Year. It is hard to believe that it is already 2012.
As most of you are aware the Bylaws for Beaucatcher House COA require a 66 2/3% presence of the homeownership, either in person or by proxy, in order for us to have a quorum to conduct business at our Annual Homeowner’s Meetings. Every year we are unable to achieve this level of participation and therefore every year waste a lot of money holding the meeting and sending out notifications. What you might not be aware of is that NC law only requires a 25% attendance in order to have a quorum for the Annual Meeting. So, as you can see the requirement in the Bylaws of the community is nearly 300% higher than State law and much higher than any other community that Baldwin Real Estate currently manages. Haven taken a vote of those in attendance at our first attempt on December 1, 2011 to hold the Annual Meeting this year there was unanimous agreement that it was past time to amend the Bylaws of the Condominium to remove the strangle hold that it places on the Board and the Homeowners. Therefore, with the guidance of the Association’s attorney, the Board of Directors proposes that we amend the requirement to read that 35% of the homeowners must be in attendance, either in person or by proxy, in order to conduct business at the Annual Meeting.
Included in this mailer are two extremely important notifications that require your prompt response. First, we have included a Proxy that gives the Board the authority to vote on your behalf in favor or against amending the Beaucatcher House COA Inc.’s Bylaws to read that the quorum requirement shall be 35% of the current homeowners in order to hold the Annual Homeowners Meeting. This special meeting of the Board of Directors may be attended in person by those who wish on Friday, January 20, 2012 at 5:30PM. However, no other business will be conducted, but the voting on the proposed amendment.
Second, a new notice of Annual Meeting and proxy is attached that reschedules the Annual Homeowners Meeting for Monday, January 30, 2012 at 6:00PM. We hope that everyone will attend this meeting or send in their proxy, because we have a lot of things to discuss. If you cannot attend the meeting in person please make sure you fill out your proxy and return to management.
We cannot stress how important your participation as a homeowner and a member of the community is in helping to shape the direction in which Beaucatcher House continues.
Also, the homeowners asked for and the Board has provided an extremely useful tool in the form of a community website for everyone to use to stay up to date with the happenings at Beaucatcher House. However, to date there are only two registered users at www.beaucatcherhousecoa.com. The registration process only takes a minute and it only asks for a user name and an email. If you do not register with the system you will not receive any updates, you will not be able to post messages or comments and will not be able utilize much of the functionality of the site. This tool is very powerful, but only with the guidance of the homeowners on how they would like the website to perform. So, PLEASE stop by www.beaucatcherhousecoa.com and take a second to register with the system and get involved.
From the Board of Directors and Management we want to wish everyone a happy, healthy and successful 2012.
For the Board,
Baldwin Real Estate Inc.