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The Annual meeting of the Fairlington Meadows Council of Co-Owners is Tuesday, October 22 at 7 p.m. at the Fairlington Community Center. Registration begins at 6:30 p.m. The meeting cannot formally be convened until we have a quorum of over 50 percent of the Co-Owners represented in person or by proxy. Please use and complete the proxy letter and give it to your court chair, board member or mail it in to CMC for the Annual Meeting no later than October 10, regardless of whether you plan to attend the meeting or not.
The board recently acted on questions posed by a co-owner regarding the electronic voting and is acting to correct improper wording used in the electronic proxy. We will be discarding all electronic votes/proxies received to date and resending the corrected form. The wording has been changed to reflect “proxy” and not “vote”.
A notice to owners about the situation with the confusing wording in the original HOAVote and a new link to submit a proxy will be provided to all owners. The timing of the availability of HOAVote and receiving the associated annual meeting documents created confusion. We regret any confusion this has caused.
In addition the board has passed a resolution, available on the Meadows website to confirm the Meadows can use electronic proxies, signatures, votes, notices, consents and approvals, effective 1 October 2019. This resolution conforms to the Virginia Condominium Act. This action does not change the by-laws. The Meadows guiding documents do not specifically prohibit the use of electronic means to gather votes, proxies, signatures, consents or approvals. The Condominium Act states the use of electronic means to gather the mentioned items is allowed unless it is specifically prohibited.
Paper documents were sent out and are also posted on the Meadows website.Paper proxies are also a viable method of submitting proxies as stated in the packet residents have already received. Electronic proxy submittal is one option the Board elected to start this year as a way to facilitate the process.
