Alternate 2020 Annual Member Meeting

PAINTERS RIDGE OWNERS ASSOCIATION, INC. (PROA)
Manager Don Wilden
P O Box 4318, Englewood CO 80155-4318
Phone: 303-779-5151 – Fax: 303-779-5242
E-Mail: info@actionmanagementco.com
NOTICE OF ALTERNATE 2020 ANNUAL MEMBER MEETING
Painters Ridge Owners Association (PROA)
October 2, 2020 Date of First-Class United States Postal Service Mailing (USPS) and Emailing of this Notice to Members, and Posting of this Notice on the PROA Website
Dear Member:
As used within: PROA means Painters Ridge Owners Association (Sub-Association of CVRMA).
CVRMA means Crystal Valley Ranch Master Association.
Associated with this NOTICE are three (3) documents:
PROA Financial Report as of August 31, 2020.
A Ballot Form concerning the election of three PROA Board Directors and one PROA Delegate to the CVRMA.
Statements related to the election of candidates.
This Notice will also be emailed to all PROA Members (having an email address on record with the Association), and also posted on the PROA website. This is the only USPS mailed notice Members will receive. Members should check their email and the PROA website for any changes and/or updates.
http://paintersridge.org/annual-member-meeting-update/
AGENDA

  1. Conformation of prior approval of the April 23, 2019 Annual Member Meeting minutes.
    There were ten PROA Member Lots represented “in-person”, and six Member lots represented by “proxies” at the meeting. Ten “in person” Lots, and six “proxy Lots, voted by email re approving (or not) the meeting minutes. Eighteen email votes were casted satisfying the required minimum of twelve voting Lots to establish a quorum.
    The sixteen combined Lots voted unanimously to approve the meeting minutes (and the four attachments incorporated therein) as the official record of the 2019 Annual meeting, subject to ratification by the PROA Directors at their May 28, 2019 Board meeting.
    At the public meeting of the PROA Board held on May 28, 2019, Director Topolnicki made a motion that the Directors ratify the email vote of the combined Member Lots and Proxies. The Directors
    voted 5-0-0 to ratify the email vote approving the meeting minutes (and four attachments incorporated therein) and certifying them as the official records of the 2019 Annual Member Meeting.
    The certified records were posted on the PROA website, emailed to all Members (having an email address on record with the PROA), and mailed via United States Postal Service to all Members who do not have an email address of record.
  2. PROA financial report as of August 31, 2020.
    The Financial Repost is enclosed with this notice and is also posted on the PROA website.
    http://paintersridge.org/category/financials/
    Contact the below persons with concerns and/or questions.
    Don Wilden, Association Manager 720-974-0247, don@actionmanagementco.com
    Chuck Hackard, Board President 303-393-1246, charleshackard@centurylink.net
  3. Election of three PROA Board Directors and one PROA Delegate to the Crystal Valley Ranch Master Association (CVRMA).
    Due to COVID-19 concerns, the PROA Board of Directors decided to invoke the following PROA Bylaw provisions to elect three PROA Board Directors and a PROA Delegate to the Crystal Valley Ranch Master Association (CVRMA), in place of voting at an in-person public annual Member meeting.
    BYLAWS OF PAINTERS RIDGE OWNERS ASSOCIATION, INC.
    ARTICLE 3. – MEETINGS OF MEMBERS
    Section 3.6. Action by Written Ballot.
    Any action that may be taken at any annual, regular, or special meeting of the Members may be taken without a meeting if the Association delivers (by mail or otherwise) a written ballot to every Member entitled to vote on the matter which sets forth each proposed action and provides an opportunity to vote for or against each proposed action. Approval by written ballot is valid only when the number of votes cast by ballot equals or exceeds the quorum required to be present at a meeting authorizing the action and the number of approvals equals or exceeds the number of votes that would be required to approve the matter at a meeting at which the total number of votes cast was the same as the number of votes cast by ballot. Solicitations for vote by written ballot must be accompanied by written information sufficient to permit a Member to reach an informed decision on the matter and must specify:
    3.6.1. the number of responses needed to meet the quorum requirements.
    PROA Bylaws provide that at least 12 valid casted ballots must be received by the PROA Manager (prior to the deadline for return of ballots) to meet the quorum requirement to elect PROA Board Directors, and to elect the PROA Delegate to represent the PROA Membership concerning matters
    pertaining to the Crystal Valley Ranch Master Association. (PROA Bylaw 3.4.1)
    The three Director Candidates receiving the most votes will be elected.
    The Delegate Candidate receiving the most votes (assuming the votes for the nominee exceeds 50% of the required quorum) will be elected.
    3.6.2. the percentage of approvals necessary to approve each matter other than election of the directors. (See PROA Bylaw 3.4.2)
    Not Applicable – No other matters are on the agenda.
    3.6.3. the time by which a ballot must be received in order to be counted.
    Completed ballots must be received by the PROA Manager either in person or through the United States Postal Service no later than 5:00 p.m. on Friday October 16, 2020.
    The address of the Manager is:
    Don Wilden
    PROA Community Association Manager
    Action Management, LLC
    7200 E Dry Creek Rd – Suite F-101
    Centennial CO 80112
    (The Manager can be reached by phone at
    720-974-0247.)
    Nominations for Board Directors and Delegate were solicited by email sent to all Members (having an email address on record with the PROA) on September 8, 2020, with a deadline to be received by the PROA Manger set no later than 5:00 p.m. on Friday September 18, 2020. Members had the option to nominate themselves or other Members. The names of all Members nominated prior to the deadline appear on the enclosed ballot.
    Three PROA Board Directors (to serve two-year terms each), and one Master CVRMA Delegate (to serve a one-year term) are to be elected.
    A separate document is enclosed with this Notice that contains statements related to the election of candidates. Submission of statements was optional.
    In accordance with the provisions above, a ballot form is enclosed with this Notice that contains the names of all Members nominated to serve as a PROA Director, and as the PROA Delegate to the Crystal Valley Ranch Master Association (CVRMA). Space has been provided on the ballot for write-in voting for Members not nominated.
    Multiple Owners of a Lot must decide between themselves how their Lot’s vote will be cast. Each
    Lot may vote for ONLY THREE Members to serve on the PROA Board of Directors. Each Lot may vote for ONLY ONE Member to represent the PROA as a Delegate to the CVRMA.
    The Lot address, printed name, and signature (with date) of ONE OWNER of the Lot MUST be completed on the ballot form. If all are not completed this Ballot will be invalid.
    Completed ballots must be returned to the PROA Manager in person or through the United States Postal Service no later than 5:00 p.m. on Friday October 16, 2020.
    The address of the Manager is:
    Don Wilden
    PROA Community Association Manager
    Action Management, LLC
    7200 E Dry Creek Rd – Suite F-101
    Centennial CO 80112
    (The Manager can be reached by phone at 720-974-0247.)
    Members will be notified by email and on the PROA website of the results of the election. Members not having an email address on record with the PROA will receive a notification through the United States Postal System.
  4. Other business.
    On September 8, 2020, Members were notified by email that no later than 5:00 p.m. on Friday September 18, 2020, any Member could advise the Manager of any issue (not involving the election of Directors or Delegate) that the Member wanted brought before the entire Membership either for discussion between the Members, for vote of the entire Membership, and/or consideration by the Board of Directors.
    No matters were brought to the attention of the Manager.
    End of Agenda
    Please contact the following if needed:
    Manager Don Wilden, 720-974-0247, don@actionmanagementco.com
    President/Director Hackard, 303-393-1246, charleshackard@centurylink.net
    Secretary/Director Topolnicki, 720-733-9355, noblemoki@msn.com
    Sincerely,
    Don Wilden, PROA Manager
    On behalf of the PROA Board of Directors

Supplemental documents

Statements Related to Candidates

Ballot Example

August 2020 Financials

Annual Member/Owner Meeting RE-SCHEDULED

In cooperation with “Social Distancing” re COVID-19 the PROA Board of Directors have RE-SCHEDULED the PROA Annual Members/Owners meeting until June 23, 2020, beginning at 6:30 p.m. at the Pinnacle Community Center, 2160 Fox Haven Drive, Castle Rock, CO 80104 (assuming the Pinnacle is available).

At least ten days prior to the Annual meeting, a United States Postal Service “first class” mailing will be sent to Members/Owners confirming the RE-SCHEDULED date (now June 23, 2020 or giving notice of another date if necessary).  Members (having an email address on record with the PROA) will receive updating emails, and updated  postings will be placed on the PROA website.

When the Annual meeting is held, there will be the election of three (3) Lot Owners to the PROA Board of Directors for 2-year terms, and one (1) Lot Owner as the PROA Delegate to the CVRMA for a 1-year term.  Present PROA Directors Dan Hampton, Robert (Bob) O’Toole, and Brian Bates, and CVRMA PROA Delegate Arlin Shepard have been nominated and have agreed to serve another term.

Lot Owners may self-nominate themselves, or another Lot Owner, for these positions by contacting PROA Manager Don Wilden by email addressed:

don@actionmanagementco.com

Lot Owners may self-nominate themselves or another Lot Owner for these positions during the meeting.

The March 24, 2020 PROA Board meeting was held by conference call.  Minutes will be emailed to Members (having an email address on record with the PROA), and posted on the PROA website.

The scheduled May 26, 2020 PROA Board meeting will be by conference call if the Pinnacle is still closed re COVID-19 concerns.  If to be held by conference call, instructions will be emailed to Members re how to join in on the conference call.

Below is an updated PROA meeting schedule.

Meeting TypeDateTimeLocation
Directors Board MeetingMay 26, 20206:30 p.m.Pinnacle or Conference Call
Annual Member MeetingJune 23, 2020Subject toRe-Scheduling6:30 p.m.PinnacleUnless closed re COVID-19
Directors Board Post-Meeting following Annual Member meetingJune 23, 2020Subject toRe-SchedulingApproximately7:15 p m.PinnacleUnless closed re COVID-19
Directors Board MeetingJuly 28, 20206:30 p.m.Pinnacle
Directors Board MeetingSeptember 22, 20206:30 p.m.Pinnacle
Directors Board MeetingNovember 24, 20206:30 p.m.Pinnacle
Special Director Meetings will be scheduled as needed