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MUIRFIELD eNEWS: April 3, 2019

Voting Instructions for Paper Ballots

The Association office and Board of Directors want all households who are eligible to vote to do so. Please read through this carefully. If you have problems, questions or concerns, please contact us as soon as possible.

Please keep reading so you know what to watch for and how to vote if you’re on paper communications or if you’ve opted in to receive electronic ballots.

Voting Instructions for Paper Ballots

The annual meeting materials, including one paper ballot to elect the Board of Directors and one Limited Proxy to vote on the amendments to the Code of Regulations, will be sent to all households who are on paper communications and who are eligible to vote. (Why didn’t we receive a ballot and proxy?) The ballot and proxy will arrive in a regular business sized white envelope, which also contains all other annual meeting materials.

Check the entire envelope carefully for your ballot.

To vote for Board of Directors candidates, mark your ballot with your choice(s), then seal only the ballot in the envelope marked BALLOT:

Place the BALLOT envelope inside the return envelope. Sign where indicated on the envelope, stamp it and mail it. Mail this to the address on the front of the return envelope; do not mail or bring to the Association office. Alternately, sealed ballots may be brought to the annual meeting.

What's Not in the Mailed Packet

To save paper and resources, some materials are not included in the mailed annual meeting packet, including the swim and tennis schedules, the 2018 audited financial statement, and the 2018 annual meeting minutes. The financial statement and minutes are available in the Members Area. Upon request, the office will mail printed copies to anyone who is not able to access them electronically. Pool guest pass distribution is discussed below.

Electronic Voting Instructions

For those residents on electronic communications, the ballots are being emailed today. Watch your email (including spam and trash)  for the email. It will both come from an address similar to "[email protected] via surveymonkey.com", but will have different titles.

The email will link you to the ballot to vote for Board of Directors candidates. The email title will be "Voting Ballot from Muirfield Association”.

If you do not receive the email by April 4, check your spam and deleted items. If you are not able to locate one or both, please email [email protected] and provide your name, Muirfield street address and whether you’re missing the ballot.

Why didn’t I receive a ballot and proxy?

If your ballot is still not there, it could be that your household's account is delinquent, your payment did not reach us by the time annual meeting materials were sent, your property has outstanding deed violation(s) or you never registered your household with the office.

It's also possible that your postal mail has not arrived (if being forwarded) or the ballot and/or proxy emails have been sent to spam or bounced.

It's also possible that your postal mail has not arrived (if being forwarded) or the ballot and/or proxy emails have been sent to spam or bounced.

If you did not receive a ballot or proxy and do not know why, we want to help you! Please contact us at 614-889-0922 or [email protected]. We will investigate the situation and make every attempt to resolve it. Staff is happy to assist you, but please contact us in a timely manner so there is time to investigate and attempt to resolve the problem.

2019 Pool Guest Passes

To prevent pool guest passes from being lost in the mail, they will not be mailed this year, but they are very easy to get!  An adult member of your household may pick up 15 guest passes each year from either the Association office any time or from one of the pools during pool season. A Muirfield photo ID is required to pick up passes at the pool.

Residents may only pick up passes for their own household and only an adult member may pick up passes. Children, nannies, guests and others cannot. The resident picking up passes must sign for them. All transactions will be recorded.

Remember, guest passes never expire, even if they have a previous year printed on them. Guests must always be accompanied by a resident when using the pools.



Published April 3, 2019

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