Proxy Instructions, Annual Meeting 2020
PHRA PROXY INSTRUCTIONS
Please read carefully. If you do not follow these instructions, your Proxy cannot be counted!
PHRA has provided the enclosed proxy so that you can vote safely in the upcoming Election. Mail your completed
proxy ballot in the enclosed stamped envelope or deliver to the PHRA Clubhouse, from 6 to 8 p.m. on November 10, 2020.
All proxies must be received by the time the annual shareholders’ meeting convenes. Proxies that arrive after a candidate or issue has been voted on may not be counted toward that candidate or issue. Ballots will be available at the clubhouse for voting 7:30 to 8 p.m. on November 10th, but in this COVID year, mailing is encouraged. Mailed proxy ballots should be postmarked by Nov. 5 in order to arrive on or before the date of the Annual Meeting. PLEASE fill out and return your proxy ballot by mail as soon as possible!
— WHO CAN EXECUTE A PROXY?
You must be eligible to vote to execute a proxy. You are eligible to vote if:
1. Your name is listed on the PHRA Stock Transfer Book as of November 3, 2020. To confirm that your name is listed on the PHRA Stock Transfer Book, read the address label on the Second Notice of Election (which was attached to the envelope containing this document). That name is the same as the name listed on the PHRA Stock Transfer Book. Sometimes two names (i.e. both spouses) are listed on address label. If two names appear on the address label,
only one person may execute this Proxy.
2. You have paid your 2020 annual dues (or inactive fee) as of November 3, 2020. If you don’t know whether you paid your annual dues (or inactive fee), please contact the Registrar.
— YOU MAY EXECUTE EITHER A GENERAL OR A SPECIFIC PROXY
When you execute a General Proxy, you are granting someone else the right to vote your share at the election in any way that he or she wishes. You must clearly identify the name and shareholder number of the individual whom you au- thorize to vote your share. You may designate either an immediate family member or another shareholder (who must be eligible to vote).
Do not designate a candidate, someone who will become a candidate, or the Registrar. If you do, your General Proxy will not be counted! The person you designate to vote your proxy should hand deliver it to the Registrar at the Clubhouse, from 6 to 8 p.m. on November 10. You may mail your General Proxy to the Registrar, but if the person you designate to vote your proxy does not attend the meeting or you fail to designate someone to vote your proxy, your General Proxy will not be counted for any purpose, including establishing a quorum.
When you execute a Specific Proxy, you are actually voting for the candidates and/or issues listed on the Proxy Form. The Specific Proxy acts like an absentee ballot—the Registrar will record your vote as it appears on the Specific Proxy. You may add the name of a candidate or an issue to your Specific Proxy. You (or someone else) may mail the proxy or hand-deliver it to the Registrar at the Clubhouse, from 6 to 8 p.m. on November 10.
— PROXY LIMITATION
Candidates may not collect, deliver, and/or vote proxies. No one may collect, deliver, or vote more than three proxies.
— WHETHER YOU EXECUTE A GENERAL OR A SPECIFIC PROXY:
Your Proxy must identify your name and your shareholder number. You must also fill in, sign, and date the Proxy in ink. No one may fill out the form for you! You may not use any other form but this one. You may not communicate your proxy verbally or by e-mail. Your Proxy must be legible and clear.
— YOU CAN REVOKE YOUR PROXY
If you attend the Meeting, you may revoke your Proxy at any time prior to the moment the vote is called.
— IF YOU HAVE ANY QUESTIONS
Please contact the Registrar at our website (www.poplarheights.org).
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