ANNUAL MEETINGS

STATEMENT OF POLICY:

The designated date will be valid assuming that the designated date does not fall on a legal holiday. Should the last Thursday in March be a holiday, then the meeting shall be held on the first weekday thereafter.
The Board of Directors of the Homeowners Association shall have the prerogative to establish a different date if necessary to obtain a proper facility in which to hold this meeting.
Election of members of the Board of Directors shall be held in accordance with the Articles of Incorporation and Bylaws of the Association.
Other business may be brought to the membership of the Association according to the agenda established by the Bylaws and the Board of Directors for the meeting.

IMPLEMENTATION:

10/02/86 – It shall be the policy of this Homeowners Association that the Annual Meeting will be held on the last Thursday in March of each year. The business to be conducted at this meeting shall, as a minimum, include the election of members of the Board of Directors to serve appropriate terms of office.
09/23/93 – Because the Board of Directors changed the fiscal year dates from May 1st through April 30th to October 1st through September 30th, the Annual Meeting was held on Tuesday, December 7, 1993.
02/28/95 – It was agreed at the Annual Meeting on December 5, 1994 to change the date of the next Annual Meeting to March 21, 1996. Henceforth, it shall be the policy of this Homeowners Association that its Annual Meeting will be held on the last Thursday in March of each year.
12/29/01 – A unanimous vote by the Board of Directors on this date, to implement a new voting procedure for the Annual Meeting. The new procedure will require ballots and candidate profiles to be sent to each member of the Fairway Springs Homeowners Association. A return addressed, stamped, envelope will be enclosed; a blank envelope; a voting ballot to enclose in the blank envelope, and profiles of the candidates are to be sent to the members. If the member is out of town, and the address is known, then the package will be sent to the out-of-town address. Each return-addressed, stamped envelope will show the lot number of the residence in the lower left-hand corner for sign in verification.
Blank envelopes, containing the ballot will be placed in the locked voting box in the possession of the secretary, until the chosen counting committee is instructed to count the ballots the day before the meeting. The Board of Directors also voted to hold the Annual Meeting to be held at the Fairway Springs Clubhouse on the third Thursday of March.
Ballots will be stamped with the Corporate Seal by the Secretary. No ballots will be accepted with out the seal. The secretary will affix the seal to the ballots and the secretary and treasurer will stamp the return-addressed envelopes, insert a blank envelope, the ballot, candidate profile, and stamp and seal the outer envelope with the address of the member resident. All envelopes will be sorted according to lot number, and checked, to be sure that all members are represented.
If other voting is required, then the ballot (with the Corporate Seal) will be included. If other voting would concern non-members, then the non-members will be sent the proper instructions and enclosures. Non-members never vote on Board of Director elections.
The secretary will take the envelopes to the post office one month before the annual meeting for mailing or obtain an affidavit signed to verify the mailing.
02/18/03 – Motion carried this date to change all meeting dates to the last week of the month, to be held on Tuesdays at 7:30 p.m. at Fairway Springs Clubhouse.
Motion to amend and establish the Fairway Springs Annual Member Meeting date to the last week of March on that Tuesday at 7:30 p.m. at the clubhouse and all succeeding years until the board votes to amend this motion.
Also, motion to amend Board of Directors meeting dates to the last week of the month on Tuesdays at 7:30 p.m. at the clubhouse.
01/30/09 – A motion was made, seconded and carried to change the Board of Director Meetings from every other month to every 4 months. Board of Director Meetings will be held in January, March (annual elections), June, and September on the 3rd Tuesday of those months at 7:00 p.m. in the Fairway Springs Clubhouse.

06/11/09 – The Chairperson of the Fairway Springs Election Committee or other board-appointed designee will take the envelopes to the post office one month before the annual meeting for mailing. The Secretary will obtain a signed affidavit to verify the mailing.

FAIRWAY SPRINGS HOMEOWNERS ASSOCIATION, INC.
A CORPORATION NOT-FOR-PROFIT

PROOF OF NOTICE AFFIDAVIT

County of Pasco
State of Florida

The undersigned Vice-President (or designee Nomination committee Chairperson) of the Fairway Springs Homeowners Association, being first duly sworn, deposes and says that notice of the annual meeting of Fairway Springs Homeowners Association, Inc.was mailed or hand-delivered to each member at the address last furnished to the Association for each member, in accordance with the requirements of Bylaws, at least fourteen days prior to the Annual Meeting.

Dated this ________ day of ____________, in the year of _________

Signature ______________________________________________________

Board Position Held______________________________________________

The foregoing Affidavit was acknowledged before me

Dated this _________day of ________________, in the year of ____________ , by

Notary Signature ___________________________________________

Stamp: