NOTICE OF 2014 ANNUAL MEETING STEINER RANCH MASTER ASSOCIATION, INC. The Annual Meeting of the Steiner Ranch Master Association, Inc. (the Association ) shall be called to order at 6:30 p.m. on April 29, 2014, at Towne Square Community Center located at 12550 Country Trails Lane, Austin, Texas 78732. Registration for the Annual Meeting shall commence at 6:00 pm. The purpose of the meeting will be to: (i) conduct the annual business of the Association; and (ii) elect four (4) Directors of the Association each to serve for a term of Two (2) years. Below is the Meeting Agenda. Please be advised that nominations from the floor shall be called for during the Annual Meeting. MEETING AGENDA 6:00 pm Registration 6:30 pm Call to Order, Meeting Chair Verification of Quorum Certification of Proxies Reading and disposal of unapproved minutes of prior meetings Report of Officers Board Candidate Introductions Call for Nominations from the Floor Election of Directors Votes Tabulated Announcement of Election Results Unfinished Business New Business Adjournment ENCLOSURES The following are enclosed with this Notice: 1) voting procedures; 2) proxy/ballot form; and 3) Notice of Board Meeting. We look forward to your presence at the Annual Meeting. Sincerely, The Board of Directors
VOTING PROCEDURES To the extent not addressed in the Bylaws, the Board has adopted the following voting regulations: 1. Attend the Annual Meeting at 6:30 p.m. on April 29, 2014 at Towne Square Community Center located at 12550 Country Trails Lane, Austin, Texas 78732 and vote in person. OR 2. Complete the proxy/ballot (form enclosed) and submit it as indicated below. You may utilize the proxy/ballot form to submit your vote by the following methods: a. Vote via Absentee Ballot: i. Vote electronically using the absentee ballot as follows: a) Transmit your absentee ballot by fax to (512) 266-9312 at or before 5:00 p.m. on April 28, 2014; or b) Transmit your absentee ballot as an attachment to an email and send to scott@steinerranchhoa.org at or before 5:00 p.m. on April 28, 2014; or c) Transmit your absentee ballot ONLINE by going to www.steinerranchhoa.org and following the instructions for the online voting website. The online voting website will be available for voting on April 22 nd at 8:00 am. The account number listed beside your name on this mailing will be needed for online voting. ii. OR Vote via hard copy using the absentee ballot as follows: a) Hand-deliver or mail your completed hard copy of the absentee ballot to the Association c/o Steiner Ranch Community Associations at 12550 Country Trails Lane, Austin, TX 78732. Whether you hand-deliver or if you elect to mail the completed absentee ballot, it must be received at or before 5:00 p.m. on April 28, 2014. b. Vote via Proxy: OR i. Hand-deliver, mail or fax your proxy to the Association c/o Steiner Ranch Community Associations at 12550 Country Trails Lane, Austin, TX 78732 or Fax no. (512) 266-9312 so that it is received at or before 5:00 p.m. on April 28, 2014. ii. Transmit your proxy ONLINE by going to www.steinerranchhoa.org and following the instructions for the online voting website. The online voting website will be available for voting on April 22 nd at 8:00 am. The account number listed beside your name on this mailing will be needed for online voting.
iii. By selecting to use the proxy/ballot as a proxy, you are designating a representative to vote on your behalf and directing the proxy holder how to exercise your vote. The person designated as the proxy holder must be present at the Annual Meeting on April 28, 2014 and must vote the proxy. If you choose to use the proxy/ballot as an absentee ballot, please be aware that you are casting your vote already and you will not be voting by proxy at the Annual Meeting. Therefore, choose your selection carefully if you choose to use the proxy/ballot to vote via proxy. iv. The proxy included with this Notice allows you to indicate on the proxy how your proxy holder will vote. Accordingly, please carefully follow the instructions on the proxy. If you provide the proxy to your proxy holder and do not indicate how the proxy should be voted, the proxy holder will vote on your behalf and may cast your vote as the proxy holder so chooses. Failure to correctly fill-out the proxy can result in the following: EXAMPLE 1: Assume there are four Board positions to be filled by the election. Owner provides proxy, but only 1 individual is selected by the member. Proxy holder must vote for the individual indicated, but may select other individuals of the proxy holder s choosing for the other position. EXAMPLE 2: Owner provides proxy, but fails to select any individuals for any of the board vacancies. Proxy holder may select an individual of the proxy holder s choosing for all other positions. EXAMPLE 3. Owner provides a proxy, but selects more than one proxy holder. Proxy is invalid. EXAMPLE 4: Owner provides a proxy, but fails to designate a proxy holder. Proxy is invalid. EXAMPLE 5: Owner provides a proxy, but fails to execute and date proxy. Proxy is invalid. 3. One vote shall be accepted per Lot. 4. A member who signs the proxy/ballot may revoke it at any time before it is voted, and if a member signs/casts more than one proxy/ballot, the later proxy/ballot shall revoke the earlier one. If a member signs/casts a proxy/ballot and then attends and votes in person at the Annual Meeting, the proxy/ballot will be automatically revoked. 5. Any of the following conditions will result in a voided or not voted proxy/ballot, unless otherwise provided below: - if the proxy/ballot is not signed and dated; - if the proxy/ballot is not completed (See Item 2(b) above for voting by proxy exceptions); - if the proxy/ballot is mailed or submitted electronically, and not received within the time periods set forth in these instructions; or - if the member signing the proxy/ballot attends the meeting to vote in person on any matter to be voted upon at such meeting. If any of the above is unclear, please contact Steiner Ranch Community Associations at (512) 266-7553, (Attn: Scott Selman) for clarification.
STEINER RANCH MASTER ASSOCIATION, INC. Proxy/Absentee Ballot - Annual Meeting of Members April 29, 2014 In the event you are unable to attend the Annual Meeting of the Members in person, you may execute and return this form as a proxy or absentee ballot. By selecting proxy below, you are designating a proxy holder, who must be present at the meeting, to vote on your behalf, to exercise your vote as directed. By selecting absentee ballot below, you are actually casting your votes by submitting this form. IF YOU ATTEND THE MEETING TO VOTE IN PERSON, YOUR PROXY OR ABSENTEE BALLOT WILL NOT BE COUNTED. SELECT EITHER PROXY OR ABSENTEE BALLOT, BUT NOT BOTH BY MARKING THE BOX ADJACENT TO YOUR SELECTION. IN THE EVENT AN OWNER SELECTS TO USE THIS FORM AS BOTH A PROXY AND A BALLOT BY CHECKING BOTH THE PROXY BOX AND BALLOT BOX, THIS FORM WILL BE USED AS A BALLOT. THE PROPOSAL EMBODIED BY THE PROXY AND ABSENTEE BALLOT IS: (I) TO VOTE ON THE ELECTION OF FOUR (4) DIRECTORS. NOMINATIONS MAY ALSO BE MADE FROM THE FLOOR AT THE ANNUAL MEETING WHICH MAY RESULT IN THE ELECTION OF CANDIDATES WHICH MAY OR MAY NOT BE THOSE SELECTED BY YOU. ELECTION OF DIRECTORS The votes to be cast for election of directors are to elect four (4) directors of the Association, each to serve for a term of ( ) years. The four (4) individuals with the highest number of votes shall fill the ( ) year terms, unless otherwise decided among the elected directors. If you are not present at the Annual Meeting, please be aware that directors may be nominated from the floor and the candidates being voted upon and ultimately serving on the board may or may not be those selected by you on this form. OPTION 1 OF 2: PROXY. By selecting this proxy option, the undersigned, being the record owner and member of Steiner Ranch Master Association, Inc., a Texas non-profit corporation (the Association ), hereby appoints the following individual (SELECT ONE PROXY HOLDER BY MARKING EITHER THE 1 ST OR 2 ND BOX BELOW. WRITE-IN THE PERSON S NAME YOU ARE DESIGNATING AS YOUR PROXY HOLDER IF YOU CHOOSE THE 2 ND BOX): 1. Secretary or President of the Association OR 2. [Print name] as its true and lawful proxy with full powers of substitution to represent and cast its votes at the Annual Meeting of the Association to be held on April 29, 2014, for any and all such business as may properly come before such meeting(s). ELECTION OF DIRECTORS: By your selection below, you may direct your proxy holder to cast your votes for: (i) any of the six individuals listed below; (ii) your four (4) write-in candidates, which will be nominated by your proxy
from the floor of the annual meeting; or (iii) a combination of the listed individuals and your write-in candidates, so long as no more than four (4) individuals are selected in total. If you do not select any individuals, your proxy holder may cast your vote at the meeting for any of the below-listed candidates or nominees made from the floor of the Annual Meeting. A vote for more than the designated number of director positions to be filled will invalidate this proxy for election purposes. By this proxy, the undersigned member of the Association, hereby directs the proxy holder designated above to cast its votes at the Annual Meeting of the Association to be held on April 29, 2014, with respect to with respect to the election of directors to occur at the Annual Meeting in the following manner: (VOTE FOR A TOTAL OF 4 ONLY): Alex Brooks Jon Erickson Jannine Farnum Tara Holleran Christopher Hydak Bill Menzies Douglas Messer MEMBER SIGNATURE(S): Address: Address:
OPTION 2 OF 2: ABSENTEE BALLOT. By selecting ballot, the undersigned, being the record owner and member of the Association is hereby casting its votes. By casting your vote via absentee ballot you will forego the opportunity to consider and vote on any action from the floor on these proposals if a meeting is held. If you desire to retain this ability, please attend the meeting in person. You may submit an absentee ballot and later choose to attend any meeting in person, in which case any in-person vote shall prevail over the vote cast by absentee ballot. ELECTION OF DIRECTORS: By your selection below, you may cast your votes for: (i) any of the six individuals listed below; (ii) your four (4) write-in candidates; or (iii) a combination of the listed individuals and your write-in candidates, so long as no more than four (4) individuals are selected in total. A vote for more than the designated number of director positions to be filled will invalidate this absentee ballot for election purposes. DIRECTORS MAY BE NOMINATED FROM THE FLOOR AT THE ANNUAL MEETING AND THE CANDIDATES BEING VOTED UPON AND ULTIMATELY SERVING ON THE BOARD MAY OR MAY NOT BE THOSE SELECTED BY YOU AS LISTED BELOW. The undersigned member of the Association, hereby casts his/her/its votes at the Annual Meeting of the Association to be held on April 29, 2014, with respect to the election of Directors to occur at the Annual Meeting in the following manner: (VOTE FOR A TOTAL OF 4 INDIVIDUALS ONLY): Alex Brooks Jon Erickson Jannine Farnum Tara Holleran Christopher Hydak Bill Menzies Douglas Messer MEMBER SIGNATURE(S): Address: Address: