2023 ANNUAL MEETING INFORMATION
9.12.2023 - Call for Candidates Announcement sent via email blast
10.13.2023 - Deadline to return candidate application
10.23.2023 - Mailing of Annual Meeting Notice
11.15.2023 - Deadline to receive paper proxies & Online voting
11.16.2023 @ 7 pm - Annual Meeting (Hybrid)
Posted: 23 October 2023
Dear Hampton Chase Recreation Association Member(s):
Please be advised that the Notice of 2023 Annual Meeting letter was sent to all homeowners of record and serves as official notice of the 2023 Annual Meeting as prescribed in Article XII, Section 3 of the Bylaws of the Hampton Chase Recreation Association (HCRA). The Annual Meeting will be held virtually via Zoom.
DATE: November 16, 2023
TIME: Online Registration begins at 6:30 p.m. Meeting starts promptly at 7:00 p.m.
PLACE: Virtually via Zoom. Register in advance by visiting: https://bit.ly/3Q58jL9
Select “Join Meeting” and enter Meeting ID: 849 5171 6494
After registering, you will receive a confirmation email containing information about joining the meeting.
This year, in lieu of submitting a paper proxy or ballot, we encourage you to vote electronically. This is a safe and efficient method to increase participation. Each property with an email on file will receive an email invitation to vote from the community voting site: https://hamptonchase.ivotehoa.com/register. If you do not receive the email by
October 30, 2023, you can request your code by emailing your name and street address to the Hampton Chase Management Team at Cardinal Management Group at email@example.com.
Voting online is easy and quick in just three steps!
1. Receive the email and click the link to go to the voting site
2. Register for the vote by entering your information and creating a password
3. Make your choices on the ballot and submit
When your vote is complete, you will receive both an onscreen confirmation and an email that the vote has been recorded. The entire process takes only a few minutes, probably less time than it took to read these instructions! You may vote electronically until 5:00 p.m. on November 15, 2023.
For those who do not wish to vote electronically, we have enclosed a paper proxy ballot for voting and quorum purposes. The paper proxy ballot must be received at Cardinal Management Group, Inc. 4330 Prince William Parkway, Suite 201, Woodbridge, VA 22192 or via email to firstname.lastname@example.org by 5:00 p.m. on November 15th. Please do not vote electronically and submit a paper proxy.
It is very important that a quorum of homeowners be present, either in person (virtually) or by proxy, in order for business to be conducted at the Annual Meeting. We have also included draft minutes from the 2022 Annual Meeting for your review.
This meeting will be Hybrid with in-person attendance at the Hampton Chase Recreation Clubhouse, located at 5492 Ashleigh Rd., Fairfax, VA 22030, and via Zoom as mentioned above.
We look forward to your participation to achieve quorum.
Very truly yours,
HAMPTON CHASE RECREATION ASSOCIATION
Posted: 15 September 2023
Dear Hampton Chase Recreation Association Homeowner:
The Annual Membership Meeting will be held on November 16, 2023 at 7:00 PM virtually and in-person. You may attend in-person at the Hampton Chase Recreation Association Clubhouse located at 5492 Ashleigh Rd. Fairfax, VA 22030. To participate virtually, please visit Zoom.us to pre-register for the Annual Meeting, enter Meeting ID: 849 5171 6494 (no passcode needed).
The primary business of the Annual Membership Meeting will be to elect three (3) homeowners to serve on the Board of Directors. Two positions will be for a two-year term and one position will be for a one-year term.
Any homeowner in good standing is eligible to run for a seat on the Board of Directors. Enclosed is a Board of Directors Nomination Form. If you are interested in serving and would like to be a candidate, please complete and return the nomination form to Cardinal Management’s office (hamptonchase@
The name of each person submitting timely and valid petitions will be included on the proxy ballot of the Annual Meeting. The Association uses VoteHOAnow.com for electronic registration and voting to meet quorum, therefore there will be no nominations accepted from the floor and there will be no voting in person; if you wish to run for the Board, it is critical you submit your candidacy in advance.