Board of Directors Meeting Notice
September 21, 2023
Granbury Annex 1410 West Pearl St. Granbury, TX
Time: 6:00 p.m. – 6:30 p.m.
Submitted: Sept 10, 2023
Dear Property Owner/s,
We will be holding a special meeting to determine the next steps with the large pond repair. The meeting will be held at 6:00pm at the Granbury Annex on September 21. Following the meeting we will have the 3rd quarter meeting 6:30-7:30.
At the 6pm meeting to discuss only the large pond repair vote, we have the following means to receive your vote(per Texas Property Code 209.00592):
1. In person at the meeting
2. Join the meeting by computer to announce your vote through: https://teams.live.
com/meet/9354551251010?p= wAG1r#n4h5ebuen9&eventType= community
3. Complete the attached ballot and submit a signed copy to a board member; or scan and email to firstname.lastname@example.org
4. Complete the online submittal form on the Association Website
5. Deliver a proxy form to a Board Member (attached separately)
We are making every effort to do this per the advisement of our legal counsel:
“In regards to the members meeting, notice of a members meeting must be provided at least 10 days prior to the meeting with the notices being sent to every member by electronic, verified, or certified mail to the last know address of the Member on file with the Association. If no address is provided, notice must be sent to the Member’s Lot address. For the meeting to be valid, a quorum must be present in person (or electronically), by absentee ballot, or by proxy ballot. A quorum for a Member’s meeting is 20% of the voting Members. All members are entitled to vote by proxy, provided same is filed with the Secretary prior to the start time of the meeting, or by absentee ballot and they may request an absentee ballot from the POA. I typically recommend sending an absentee ballot with the notice as this generally encourages Members to vote (Absentee ballots must have certain required statutory language to be valid). Assuming the Member’s Meeting quorum requirement is met, it takes a vote of 2/3rds of the votes received voting in favor of the platting and selling of the Lot for the measure to successfully pass. I recommend utilizing written and signed ballots whether at the meeting, absentee ballot, or an electronic ballot so that there is a record which shows the required vote amount was met in case of a challenge in the future. Additionally, please have meeting minutes prepared which reflect who attended the meeting in person, electronically, or through absentee ballot. I am attaching a statute which addresses what qualifies as an electronic ballot. Please let me know if you have any questions.”
Based on feedback from the last PDF ballot submitted we have attached a picture of the ballot in an attempt to prevent any misunderstandings of what the ballot says. You can use the links in this email or the PDF to access the meeting, the BBR email and the BBR webpage.