Annual Meeting of the Membership

What is the Annual Meeting?

The Homes Association of Cedar Hills Annual Meeting of the Membership is held once a year for all homeowners to attend. At this meeting, new board directors will be elected and any other items of business, that require a vote by members of the community, will be voted upon. Additionally, the Board will provide updates and homeowners are invited to ask questions or address the Board during an open forum. Please see the Election FAQ page for additional information.
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As stated in the Bylaws (article 10, section 2):
The annual meeting of the members of the Association shall be held on the second Tuesday of May of each year if not a legal holiday and if a legal holiday then on the next succeeding Tuesday not a legal holiday. If the Board of Directors determines that for any calendar year it is not reasonably possible or it is not in the best interests of the Association to have the annual meeting on the second Tuesday of May of that year, the Board may designate a different subsequent date in May of that year as the date for the annual meeting for that year. Notwithstanding the foregoing sentence, if the Board determines that for any calendar year it is not reasonably possible or that it is not in the best interests of the Association to have the annual meeting on the second Tuesday of May of that year, and if the Board also determines that an emergency or other exigent circumstances exist such that it is not in the best interests of the Association or the majority of its members to have the annual meeting during the month of May of that year, the Board may postpone the annual meeting and designate a different date in that year, no later than September 30, for the date of the annual meeting for that year. The term of any person elected to the Board at a meeting held later than the second Tuesday of May of any particular calendar year shall be reduced by the number of days between the date of the annual meeting that year and the second Tuesday of May of that year. Written notice of each annual meeting shall be given to each member entitled to vote thereat, either personally or by mail or other means of written communication, addressed to such member at his address appearing on the books of this corporation or given by him to this corporation for the purpose of notice. All such notices shall be mailed or dispatched by the Secretary not less than ten days before such annual meeting and shall specify the place, the day and the hour of such meeting. Such notice shall also state the general nature of the business or proposal to be considered or acted upon at such meeting. If the Board determines that for any calendar year it is not reasonably possible or it is not in the best interests of the Association for members to personally attend the annual meeting for that year, the members may participate by remote communication subject to guidelines and procedures adopted by the Board to insure, among other things, that only members participate at the meeting and that votes may be cast.

IMPORTANT DATES

• Tuesday, April 8, 2025 7:00 PM - Deadline for candidates to have their nomination forms and campaign statements in the HACH office.

• Monday, May 12, 2025 7:00 PM– Completed paper ballots requested to be in the HACH office. This date is important to be able to have an election result on the date of the annual meeting.

• Tuesday, May 13, 2025 7:00 PM – Final deadline for submitting completed electronic ballots by 7:00pm when the Annual Meeting commences.

MEETING DOCUMENTS
As in years past, 10 days before the annual meeting, homeowners will receive their voter packets. The packets will be mailed to the contact address on file for each property in the Association. For most properties, the contact address is the same as the property address. The contact address may be different if the owner has requested legal communications be sent to an alternative address – this is the case for most non owner-occupied properties. The contact address is the same address we use for mailing annual assessments, so if you received your annual invoice successfully, you should get the voter packet without incident. If, for some reason, you had difficulty getting your annual invoice, contact the office so we can make sure our records are updated appropriately.

Since the actual meeting will be online, you will not be able to pick up your voter packet (and ballot) during the meeting. In order to vote, you must have your ballot prior to the meeting on Tuesday, May 13, 2025. If you have not received your ballot by Thursday May 1, 2025, please contact the office.

The voter packet will contain the Official Notice of Meeting, an absentee ballot, the candidate statements of those running for the board, Voting will be by electronic or written ballot only. Please see the ballot for specific instructions.

In order to be able to get all the ballots counted and have a result during the meeting, we are asking that all written paper ballots be received in the office by Monday, May 12, 2025 7:00 PM.

• Paper ballots will not be accepted after 7:00 PM Monday, May 12, 2025.

• Electronic ballots will continue to be accepted until 7:00 PM, Tuesday, May 13, 2025.
  
  MEETING DETAILS
  Date: Tuesday, May 13, 2025
  Location: by Zoom
  Time: 7:00pm
  Meeting Registration Link Here

2025: What’s on the ballot?

The following items require a vote of the homeowners at the Annual Meeting of the Membership. ​Homeowners may vote by electronic or by written ballot only.

• Paper ballots will not be accepted after 7:00 PM Monday, May 12, 2025.

• Electronic ballots will continue to be accepted until 7:00 PM, Tuesday, May 13, 2025.

  PROPOSED AMENDMENTS

There are no proposed amendments this year.

BOARD of DIRECTOR CANDIDATES

Positions for the board of directors rotate for election each year: four positions in even years and three positions in odd years.
Additional positions may require filling if the previous year’s election results dictate such (Bylaws article 4, section 1: [a] person’s term as a member of the board may be extended a year if an insufficient number of persons are elected at an annual meeting to fill all of the then open positions on the board). All candidates are required to complete and file a petition of nomination which must be received in the office by the start of the board meeting one month prior to the annual meeting. Historically, this translates to 7:00PM on the second Tuesday of April. This year, that is Tuesday, April 8, 2025.

In 2025, 6 board positions are up for election. The following candidates are running:

Annmarie Dennis, Thomas Eldridge, Naomi Inman, Dan Maduell, Grant Stalley, John Stott, and Nic Westendorf.

Click here to read the candidate statements.

Voting Information and Ballot

Voting Rights
The Bylaws (article 10, section 5) state that each owner entitled to vote may do so “either in person or any agent or agents authorized by a written proxy executed by such person or his duly authorized agent and filed with the Secretary of this corporation.”

Questions?
Please contact us.