Click Here for the original meeting notice with enclosures, including a blank Proxy Form, instructions for completing the form and voting via Proxy, and the resumes and statements for the candidates of record running for the Board.
In order to be accepted, Proxy Forms do need an original signature, so anyone completing a form at this point, will need to drop it off at the Front Desk proxy box.
Monday June 10, 2019 7:30 PM
Party Room 2nd Floor
The Meeting Chair – either the current Board President, next Member in line or an owner so designated by the Board – shall call the 2019 Annual Meeting of the Park Tower Condominium Association to order, and chair the meeting. The Chair will ask the auditor to confirm whether there is a minimum 20% quorum of Association members present in person or by proxy, in order to conduct the meeting.
Approval of Minutes: Annual Meeting June 11, 2018
The meeting chair may call for a motion to approve the minutes of the last Annual Meeting. Attached are proposed minutes for the 2018 Annual Meeting held on June 11, 2018, for consideration of approval by the ownership.
A sample resolution for approval follows: “I move the Ownership of the Park Tower Condo Association hereby approves the minutes from the 2018 Park Tower Condo Association Annual Meeting held on June 11, 2018.”
All in favor or opposed…the chair will call the results for the ayes or nays.
Introduction of Board Members, Management and Election Tabulator
The meeting chair may introduce the current Board Members, representatives present from Management and Election Tabulator from the Association’s auditing firm Picker and Associates.
Statement of Purpose of Meeting:
The meeting chair may state the purpose of the Annual Meeting. The purpose of the meeting is to elect three Unit Owners to the Board of Directors to each serve a two-year term.
Introduction of Candidates
The meeting chair may introduce the Candidates of Record: Erik Butka, Michael Parrie Cheryl Ronnett and Jean Shamo.
The meeting chair will call for any nominations from the floor – Unit Owners may nominate other candidates via motion and second.
The meeting chair will call for a motion for final call for ballots.
A sample resolution follows: “I move the Ownership of the Park Tower Condo Association hereby approves making a final call for ballots at _____PM.”
All in favor or opposed… the chair will call the results for the ayes or nays.
The Association’s auditor will make a final collection of ballots.
Motion to Suspend Annual Meeting
The meeting chair may call for a motion to suspend the meeting so the votes may be tallied by the auditor, and the Board of Directors may hold the June Board Meeting.
A sample resolution follows: “I move the Ownership of the Park Tower Condo Association hereby approves suspending the 2019 Park Tower Condo Association Annual Meeting to allow the votes to be tallied and for the Board to hold the June Board meeting, at ____PM.”
All in favor or opposed…the chair will call the results for the ayes or nays.
Reconvene Annual Meeting
The meeting chair may call the 2019 Annual Meeting back to order, once the preliminary election results are ready.
Announcement of Election Results
The meeting chair may request the preliminary election results be delivered and summarized by the Election Tabulator. The Election Tabulators will present the percentage of the quorum, and portion of the vote each candidate received.
It should be noted, the election results are expected to be formally certified by letter from the auditor the next business day.
There being no further business, the meeting chair may call for a motion to adjourn the 2019 Annual Meeting.
A sample resolution follows: “I move the Ownership of the Park Tower Condo Association hereby approves adjourning the 2019 Annual Meeting at ____PM.”
All in favor or opposed…
The following Notice and attachments were mailed to all PTCA Owners on Friday May 17th:
May 16, 2019
2019 ANNUAL MEETING NOTICE
Monday June 10, 2019 at 7:30PM
Dear Unit Owner,
The Park Tower Condo Association’s 2019 Annual Meeting of the Unit Owners will be held on Monday June 10th, 2019, at 7:30pm, in the 2nd Floor Party Room at 5415 North Sheridan Road, Chicago, IL, 60640. Owners are welcome and strongly encouraged to attend and participate in the meeting.
At the Annual Meeting, the Association will hold an election to fill three positions on the Board of Directors for two year terms. The meeting requires a minimum 20% presence of unit owners for quorum, either in person or by proxy. To participate via proxy, please follow the enclosed instructions and either return a signed and dated proxy form in the addressed envelope (to the auditing firm Picker and Associates), or have the individual you assign as proxy attend the meeting with the form. For owners of multiple units, a proxy form for each unit is enclosed.
(Click Here for notice with enclosures)
Owners attending the annual meeting can be counted towards quorum and vote with a ballot to be provided at the meeting. The Association’s auditor, Picker and Associates, hired to tabulate the vote and certify the results of the election, will register all ballots for use at the election. To receive ballots at the meeting, owners and proxy holders will need to bring a current government issued picture ID to confirm their identity.
The election will be conducted by ‘Secret Ballot’. Ballots shall be marked only with the percentage of ownership for the unit, and the list of candidates and lines for write-ins. The auditor will register the ballots to owners and proxy holders who attend the meeting. They will also assign ballots to any proxy forms mailed without another individual assigned as proxy.
Owners who cannot attend the meeting and instead use the proxy form, can either assign another individual as proxy (where indicated), or leave it blank and mail the form in. For the purpose of exercising the proxy form as directed by the owner, the Board Secretary Kenneth Anderson will be assigned and cast a ballot as indicated on the form. If a vote is not exercised on the proxy form, the unit’s percentage of ownership will only be counted towards quorum.
Owners of record who submitted Candidate Application Forms by the May 10, 2019 deadline are listed as candidates on the proxy and ballots. There are blank spaces for write-in candidates. Nominations for additional candidates can be taken from the floor at the meeting. Candidates listed on the proxy have agreed to abide by the ‘Board Election Rules’ from the Park Tower Condominium Rules and Regulations Handbook. Included in the ‘Board Election Rules’ are the policies on campaigning, solicitation, and advertisement. Please contact the Management Office if you would like a copy.
Information submitted by each candidate is enclosed for consideration. The candidates have also been invited to speak at Meet the Candidates events:
Saturday June 1st at 11am – Candidate Meet and Greet
Wednesday June 5th at 7pm – Meet the Candidates Night
The candidate “Meet and Greet” event is intended as an informal gathering to meet, mingle and discuss issues in person with the candidates. The “Meet the Candidates Night” is intended as a more formal group meeting, chaired by a non-participating Board Member or an individual selected by the Board. Candidates will answer questions from members of the audience. Each of these events will be held in the 2nd Floor Party Room at 5415 North Sheridan Road, Chicago, IL, 60640.
Owners who cannot attend the events are invited to email questions in advance to email@example.com. We will forward these questions to the meeting chair for consideration, and respond with the answers once they are made available. We encourage owners to attend these informative gatherings to meet the candidates and discuss issues with them.
Due to the nature of these events, it is likely a quorum of the current Board will be present and may be discussing business related to the operation of the Association. Voting on resolutions will not take place and minutes will not be kept. However, consistent with the Association’s Bylaws and applicable law, since a quorum of Board Members is anticipated, please consider this formal notice of a Board Meeting at the above dates and times.
Please contact the Management Office if you have any questions regarding the 2019 Annual Meeting, proxy form, voting procedure or any other election related business. We can be reached via e-mail at firstname.lastname@example.org, or by phone at 773-769-3250.
Timothy Patricio, LCAM
Park Tower Condominium Association