TO ALL MEMBERS:
On Wednesday, November 8, 2017, at 7:00 p.m., at The Courtyard Marriott, 2905 NE 9th
Street, Homestead, Florida 33030, the Annual Meeting of the Association will be held for the
purpose of electing directors, and such other business as may lawfully be conducted (hereinafter referred to as the “Annual Meeting”). Pursuant to the Association’s governing documents and a vote held by the Board of Directors at a duly noticed Board meeting on November 8, 2017, the Association’s Board of Directors shall consist of five (5) Directors with each Director having a one-year term.

The purpose of this notice is to advise you of the date, time and place of the Annual Meeting
and Election and to inform you of the process for qualifying for the Board.

NOTE: SIGN-IN SHALL COMMENCE AT 6:30 P.M.

The Election of the Association’s Board of Directors shall take place at the Annual Meeting.
Immediately following the Annual Meeting, an organizational meeting of the newly-elected Board of
Directors (“Board”) shall be convened. The agendas for these meetings are set forth below.
A. MEETING CALLED TO ORDER BY THE PRESIDENT.
B. PROPOSED 2018 BUDGET MEETING:
1. Call to Order by President.
2. Proof of Notice of Budget Meeting
3. Determination of a Quorum of the Board of Directors
4. Consideration of the Proposed 2018 Budget
5. Adjournment
C. ELECTION MEETING:
1. Call to Order by President.
2. Proof of Notice of Election Meeting.
3. Determination of a Quorum of the Board of Directors (not required for Election Meeting).
4. General discussion and explanation of election procedures.
5. Request for nominations from the floor for candidates for Board of Directors.
6. Closing nominations.
7. Presentations/speeches from candidates (limited to 2 minutes each per candidate).
8. Appointment of impartial Inspectors Committee who shall conduct counting of ballots
and/or proxies.
i. Verify properly completed ballots and/or proxies.
ii. Count votes in the presence of the membership.
iii. Determination that appropriate percentage of eligible voters have cast ballots
in order to hold a valid election.
iv. Announcement of Directors elected to the Board.
9. Adjournment.
D. ORGANIZATIONAL MEETING OF THE NEWLY ELECTED BOARD:
1. Call to Order.
2. Establishment of a quorum of Directors.
3. Election of Officers.
4. Adjournment.

QUALIFYING FOR THE BOARD

Pursuant to Section 720.306(9)(b), Florida Statutes, a person who is delinquent in the payment of any fee, fine, or other monetary obligation to the Association on the day that he or she could last nominate himself or herself or be nominated for the Board may not seek election to the Board, and his or her name shall not be listed on the ballot. The term “any fee, fine, or other monetary obligation” means any delinquency to the Association with respect to any parcel. A person who has been convicted of any felony in this state or in a United States District or Territorial Court, or has been convicted of any offense in another jurisdiction which would be considered a felony if committed in this state, may not seek election to the Board and is not eligible for Board membership unless such felon’s civil rights have been restored for at least 5
years as of the date on which such person seeks election to the Board.

QUORUM

It is important that you plan to attend the Annual Meeting. In order for the Annual Meeting and
Election to take place, a quorum must be established. Pursuant to the governing documents of the Association, a valid election can be held if at least twenty percent (20%) of the members of the Association participate in person or by proxy. The Proxy shall be used towards the establishment of a quorum and for any other lawful purpose. If you appoint a Proxy holder and later decide that you will be able to attend the meeting in person, you may withdraw your Proxy when you register at the Meeting. You may mail your proxy form to Villa Portofino West c/o Affinity Management Services Miami, FL 33125. You can also email it to CustomerCare@managedbyaffinity.com or Fax to 305-325-4053. Once quorum is
established, the majority of those participating voting member ballots shall determine the results of the election.

NOMINATIONS FOR BOARD

There will be nominations from the floor at the Annual Meeting. The members in attendance are permitted to nominate candidates for election to the Board. If you are nominated at the Annual Meeting and are not present, the person placing your name in nomination as a director must have a signed letter form you stating that if you are nominated as a Director you will accept such nomination and agree to serve if elected. Once the nominations are closed at the Annual Meeting, the members shall elect the Board of Directors. Ballots will be distributed to the members at the Annual Meeting.

VOTING CERTIFICATE

A voting certificate is being provided to determine who the voting representative will be for your Parcel if your Parcel is owned by more than one person or by a corporation. The Voting Certificate must be delivered to the Association’s management office prior to the election or on the night of the election, but in any event, prior to the counting of ballots. Please note the following information about VOTING CERTIFICATES:
1) A voting certificate is for the purpose of establishing who is authorized to vote for a parcel owned
by a corporation, or for a parcel owned by multiple individuals who are not married.
2) A voting certificate is not a proxy and may not be used as such. Only an owner or the appropriate
corporate officer may be named on a voting certificate, not a third party.
3) A voting certificate must be signed by all of the owners of the parcel or the appropriate corporation
officer.
4) A voting certificate is enclosed with this notice for your use, if needed.
5) The person designated in the voting certificate will be authorized to cast the ballot for the election.

THANK YOU FOR YOUR ASSISTANCE IN CONDUCTING THE BUSINESS OF THE ASSOCIATION.
THE BOARD OF DIRECTORS OF VILLA PORTOFINO WEST PROPERTY OWNERS ASSOCIATION, INC.
By: Kristina Olson, LCAM
Title: Community Association Manager Dated this 23rd day of October, 2017.