Please explain the nature of the petition? If I’ve already signed it, is that a vote for removal of one or more Board members?

No, the petition itself is to call a Special Meeting of the Association with the subject being of removal of Directors (Board members) by the owners. Signing the petition is not a vote for removal itself, rather it establishes a meeting to decide that matter. The Special Meeting of the Association is the venue where owners would decide to remove one or more Board members by majority vote in accordance of our Bylaws.

Should the Board decide against purchasing the property, will the special meeting and vote for removal still be held?

Yes, it would since sufficient enough owners have called the meeting by signing the petition. The meeting at this point has been called by the owners by having more than the necessary 20% threshold requirement, it just as of this date has not been scheduled by the Board.

Per the Association bylaws, Board members may be removed by the owners with or without cause. The group of owners started the petition primarily as a result of the Board's actions since April of this year as related to the property purchase. However, there are some owners who signed the petition who are actually in favor of the purchase, although the vast majority are not. To quote one owner, this behavior and actions taken by the Board was the "icing on the cake" for them. Some owners also signed for issues unrelated to the purchase including poor communications, not holding FirstService Residential accountable, and for many other issues at the Renaissance.

When will the Special Meeting of the Association be held?

On September 26, the Association’s legal counsel notified outside counsel representing two owners, that the Board had agreed to hold the Special Meeting for a vote on the removal of some or all Board members. The dates proposed are November 28 & 30. The outside attorney as well as their clients believe that this date is unreasonable and a delay tactic considering the petition was submitted to the Board on August 15.

Can I vote for the removal of certain Board members or must I vote to remove all of them?

Individual votes for removal would be called per Board member. The results could range from none, to some, or all Board members being removed based on how owners vote.

What will be the terms of appointed Board members?

The terms of Board members are staggered, however, all serve two year terms. Three of the positions are up for election in January 2024. Two of the positions are up for election in January 2025. Should members with terms expiring in January 2024 be removed, the appointed member(s) terms will expire at that time and they must run for election at that time should they desire to serve a full two year term. Should members with terms expiring in January 2025 be removed, the appointed member(s) terms will expire at that time and must run for election at that time should they desire to serve a full two year term

How will voting take place?

Per the by laws, voting should take place in the same method used for the regular election of Board members at the Annual meeting. Ballots will be mailed to all members (owners) of the Association and may be returned by mail or email to the management office, or placed in ballot boxes at the concierge desks. Ballots will also be available at the concierge desks. Ballots may also be completed at the meeting.

What is the quorum for the meeting to be held?

The quorum is the same required for the Annual Meeting.

A minimum of 20% of the members (owners) in advance or at the meeting by:

• Casting vote & establishing quorum.

• Assignment of vote to a Board member & establishing quorum.

• Not casting a vote and establishing quorum only.

Ballots will have the three options on them.

Can those who do not sign the petition cast a ballot?

Yes, all Association members (owners) in good standing may cast a ballot, however, only one ballot per unit may be cast.

Must I be present at the meeting to be included in quorum?

If the Board follows precedent used in voting for Directors at Annual Meetings, the answer is no. As long as one of the three options on the ballot is completed and returned in advance, there is no requirement for you to be present.

Theoretically, as is the case for Annual meetings, the majority of those who established quorum by turning in a ballot in advance will also attend the Special Meeting, although it is not required.

Why have a Special Meeting for removal of Board members only months before an Annual election?

There are a couple of reasons. Should the Board decide against moving forward with purchase of the Hall Street property, if not removed, there are two Board members who would remain on the Board through January of 2025. Based on their actions, we do not believe doing so would be in the best interest of the Association. As far as the three up for election in January, one will be ineligible due to term limits, the other two would have the option to run for another two year term. Based on their actions throughout the 5 month Hall Street property purchase ordeal , we believe removing them as soon as possible is critical and in the best interest of the Association.