THE VILLAGE GRANDE® AT ENGLISH MILL Election Committee I Village Grande Road Egg Harbor Township, NJ 08234 (609) 788-8405 August 30, 2017 RE: VOEM Third Transition Election for Fifth 1r6stee Dear Village Grande at English Mill Homeowners: The Ballot in the Third Transition Election for the Fifth Trustee is enclosed along with a yellow or green colored stamped return envelope. The instructions for voting in Transition Elections differ from the Annual Trustees Election occurring each spring in that it requires a special meeting to cast your vote "in person" rather than a "Ballot by Mail" election By an email on August 11, President Jim Lichtenwalner and the Board called this special meeting to be held in the Grande Room of the VGEM Clubhouse on Tuesday, September 12, 2017 starting at 6:00 PM and ending promptly at 6:30 PM with the start of the monthly HOA Board Meeting. (VGEM By-Laws Article IV, Section 4.03 - Transition Elections). In a transition election, the method of voting differs from an annual Trustee Election. Voting is to be done "in person" at this special meeting called by the HOA President. According to the By-Laws, Article III Section 3.69, a "Ballot by Mail" is not permitted in a transition election This creates a significant challenge of attracting enough homeowners to the meeting to constitute a quorum. Voting only "in person" at the special meeting may not meet the 25% of homeowners (99 homeowners, not attendees) to constitute the quorum requirement for a valid election. Although a - "Ballot by Mail" is not allowed in a Transition Election, the By-Laws do allow an alternate means of voting that permits homeowners to cast a àliT In Article III. Section 3. 10, the By-Laws state that in all elections, homeowners may cast proxy ballots. The vote by proxy is more convenient than having to attend a meeting and should increase the number of homeowners who vote so that the number of ballots received will constitute a quorum. To accomplish this, President Lichtenwalner has designated the Community Manager, Cynthia Williams, to cast the proxy votes. All ballots received by US Mail in a yellow or green colored envelope signed by the homeowner will constitute a proxy. As per Section 3.10 of the By-Laws, all proxy ballots must be received 24 hours before the election meeting and therefore must be received by Monday, September 11, 2017 at 5 PM. At the special election meeting on September 12, Cynthia will cast all the proxy ballots received from the homeowners in their sealed yellow or green envelopes. Only homeowners in good standing, current with their association fees, are eligible to vote in the Trustees Election. ONLY ONE (1) BALLOT PER HOUSEHOLD. In case of split household decisions, please contact Cynthia Williams. With you receipt of this ballot, the voting process commences as follows: 1. Vote for one candidate by placing a check mark next to the candidate's name of your choice. 2.DO NOT SIGN THE BALLOT. 3. Tr-fold and seal the ballot in the enclosed yellow or green stamped envelope. SIGN the back of this colored envelope on the designated line to validate your vote. Unsigned envelopes will invalidate your ballot and will not be counted. Confirm that your VGEM address is correct on this return envelope. Seal the yellow or green envelope. 4. Voting Options - Choose one • Cast your vote "In person" at the special meeting on September 12, 2017 between 6 PM to 6:30 PM. • Cast a proxy vote now by simply placing the signed stamped colored envelope in the US Mail. All ballots in a signed colored envelope received by US mail constitute a proxy vote. Proxy ballots must be received by Monday, September 11, 2015 at 5 PM. At the special election meeting on September 12, 2017, Cynthia Williams will cast all the proxy ballots received from the homeowners by US Mail in their sealed yellow or green envelopes. • AI1öiOtes thugtbreéivéd by US Mail And ilFNOT BE ACCEPTED by the Community Manager on site at VGEM.. Only proxy ballots delivered by US Mail will be tallied. The Election Committee will tally votes at the special meeting along with two duly sworn in Election Judges and members of the DiLucia Team. The DiLucia Team will determine the validity of each ballot by its attached return address and the signature on the back of the sealed yellow or green envelope. The envelopes will be opened and retained by the DiLucia Team. The ballots will be distributed to and tallied by the Election Committee members and Judges. The newly elected Trustee.will be announced at the HOA meeting that evening. In order for the Trustees Election to be deemed valid, the total vote must constitute a quorum. According to the By-Laws Article Ill, Section 3.09 and Section 3.05 Quorum and Adjourned, "... 25% of authorized votes ... constitute a quorum for transaction of business... ". In other words if there are 397 eligible homes (votes) in the HOA, a quorum constituting 25% is 99 homes (votes). The candidate receiving the highest number of votes is elected To elect the Trustees, at least a quorum of 99 ballots must be received based on 397 qualified homeowners. PLEASE VOTE so that we have sufficient ballots to constitute a quorum. Respectfully submitted, Co-Chairpersons: Dennis Musser and Tom Santucci Members: Brenda Fishman, Barbara Groff, and Annette Scaricamazza ENCLOSURES: • Official Ballot for voting in the Third Transition Election for the Fifth Trustee • A stamped yellow or green return envelope for ballots with your homeowner's return address and addressed to the DiLucia Management Inc. at their NJ Regional Office in Egg Harbor City, NJ. SIGN the back of the envelope on the designated line in order to validate your vote. If the envelope is not signed for either an "in person" or "proxy vote", the ballot will not be tallied.