Second Notice for Annual Meeting 2020



NOTICE IS HEREBY GIVEN to all shareholders of

— Pursuant to Article II, Section 1 of Poplar Heights Recreation Association’s (PHRA) By-Laws, its annual meeting of shareholders shall be held Tuesday, November 10, 2020, at 7:30 pm via WEBEX internet, due to coronavirus restrictions. However, proxy ballots may be hand-delivered to the PHRA Clubhouse during the hours of 6 p.m. to
8 p.m on November 10. Masks and social distancing will be required if dropping off proxy ballots at the Clubhouse, but we strongly urge all voters to PLEASE choose the mail-in option, for health reasons and to ensure that we have a quorum!

Instructions for those who wish to attend via Webex internet:
Go to just prior to 7:30 pm on Nov. 10.
Click on the link “Join a Meeting.”
Enter the Meeting number/ access code: 126 636 1588
Enter the Meeting password: ySet3R77TsR (97383777 from phones and video systems.)

Members can also call in via 415-655-0001, and when prompted enter the access code: 126 636 1588

— This is the second notice of the PHRA’s annual meeting and of the election of Board of Directors that will be
held on the above date at the above time. There are nine (9) board seats up for election, and a By-Law amendment requiring a shareholder vote.

— The following individuals have declared their candidacy for the Board (an asterisk identifies an incumbent Board member):

Chris Cook                           Shawn Kline*            Armand LeVasseur           Pam Nicholson              Richard Snyder

Marc DeLuca                       John Kosco               Jim Nach*                             Nick Reskusic                John Thompson

Elizabeth Hosinski           Dorothy Lange*       Margaret Neubig                Rob Reynolds                 Allison Viola

Check for statements from the candidates. The statements are also included in this mailing.

— Only those shareholders whose names are listed in PHRA’s Stock Transfer Book and who have paid their 2020 season’s annual dues or inactive fee as of seven days prior to the election may vote. The address label on this notice reflects the current Shareholder(s) of Record. If two persons are listed on the Stock Transfer Book as Share- holders of Record, only one may vote in any election or on any matter requiring a shareholder’s vote.

— A Shareholder of Record or a family member of the Shareholder of Record who is over the age of 21 is eligible to become a director, but only after the Shareholder of Record has been a PHRA member for at least one full calendar year.

— Nominations may be made and/or candidacies may be declared up until the slate is closed immediately prior to the vote at the annual meeting.

— PHRA provides a proxy system so that Shareholders of Record who are eligible to vote, but who cannot attend the election, may participate in the annual meeting, the election of directors and the vote on any agenda item. This proxy system allows the shareholder to vote using an approved PHRA Proxy Form by either: (i) executing a General Proxy, where the shareholder designates a family member or another shareholder who is eligible to vote to cast a vote on their behalf at the meeting; or, (ii) executing a Specific Proxy, which is like an absentee ballot and the share- holder makes his or her own selection. Due to the virtual annual meeting, voting by specific proxy is encouraged.

— PHRA’s approved Proxy Form begins on page 13 with the declared candidates listed and any agenda items included. If you are planning to participate in the annual meeting by executing a proxy form, please follow the Proxy Form Instructions on page 12.

If your proxy form does not comply with the instructions, the form will be marked “void” by the Registrar.

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