2020 ANNUAL MEETING NOTICE
Monday June 8, 2020 at 7:30PM
Dear Unit Owner,
The Park Tower Condo Association’s 2020 Annual Meeting of the Unit Owners will be held on Monday June 8th, 2020, at 7:30pm to elect two (2) Board Members. Due to the COVID-19 pandemic, the meeting itself will be conducted via ZOOM Meetings online, as well the June 2020 Board Meeting which is expected at the suspension of the Annual Meeting, while the auditor tabulates the preliminary election results. The Board Treasurer Jean Shamo, the auditors with Picker & Associates and representatives from Management will be present in the 2nd Floor Party Room at 5415 North Sheridan Road, Chicago, IL, 60640, to accept proxy forms and allow anyone who prefers to vote in the Board election via an official Ballot, to do so. Owners are welcome and strongly encouraged to participate in the meeting. We urge as many owners to participate by submitting their proxy forms in advance by mail or dropping in the Proxy Box at the front desk. Then you can login to the ZOOM meeting online or join by phone.
INSTRUCTIONS – There are three easy ways to join a ZOOM Meeting:
During the Annual Meeting, the Association will hold an election to fill two (2) positions on the Board of Directors for two (2) 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 (Click Here) 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.
Owners can vote via a ballot to be provided at the meeting. Although, due to social distancing constraints, we urge advance completion of a Proxy and attendance via ZOOM. 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 in the 2nd Floor Party Room. There may be a line at the door, with 6 feet between each owner, and only one owner will be able to enter the Party Room at a time to complete a ballot. 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 choose to do so, one at a time at the Party Room entrance. They will also assign ballots to any proxy forms mailed without another individual assigned as proxy. Owners who mail or drop off the proxy form in advance, can either assign another individual as proxy (where indicated), or leave it blank. For the purpose of exercising the proxy form as directed by the owner, the Board Treasurer Jean Shamo will cast a ballot as indicated on the proxy form. If a vote is not exercised on the proxy form, only the unit’s percentage of ownership will be counted towards quorum.
Owners of record who submitted Candidate Application Forms by the May 8, 2020 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 in advance of balloting the night of 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 or to report any violations.
The formal applications and information submitted by each candidate is enclosed for consideration (Click Here). The candidates have also been invited to speak at Meet the Candidates event:
Wednesday June 3rd at 7pm via ZOOM – Meet the Candidates Night
The “Meet the Candidates Night” is intended as a 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. This event will also be held via ZOOM. Owners who cannot participate are invited to email questions in advance to firstname.lastname@example.org. 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 participate in the meet the candidate night and discuss issues with them.
To login, use the instructions above, with the following credentials:
ZOOM Meeting ID #844-0076-6899
This meeting will also require a Password when prompted: PTMeet
To join via conference call: 1-415-762-9988
Due to the nature of this event, 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 2020 Annual Meeting, proxy form, voting procedure or any other related business. The team can be reached at email@example.com, or by phone at 773-769-3250.
Park Tower Condominium Association