Proxies

Our management company has sent out an annual meeting notice, along with a proxy. The proxy is on a different color sheet of paper. To be valid, does the proxy need to be on that sheet of paper or can a copy of it be posted on the community website, downloaded and turned in?

Thanks in advances for your response.

NickK,

Typically, proxies must be in a form prescribed/prearranged by the Board. The management company is acting as an authorized agent of the Board and has sent out the form on colored paper.

Why would it be necessary to post a proxy on the website and turn that in when one was sent out already?

GeraldT1
NNJ

NickK,

I’m no expert by any means. The information I’m relaying to you is advice I've been given in the past. I would say unless the paper (like someone else had posted) had been chosen to signify a particular counting pattern, otherwise I would assume it would be to “grab” the HOs attention.
That way it doesn’t get thrown out as “junk mail”

I personally feel putting it on the web-site to be printed off, is an awesome idea. It doesn't cost anyone anything and that way it is also available to anyone who has computer access and can print it off, for themselves.

This discussion forum has some very knowledgeable people given advice. If you have the time and the stamina to read previously written posts about the same subject matter….. “Read on”!!!!!!

I went through something similar (proxies) getting enough proxies, to meet quorum. I received some excellent responses, replies and advice from members of HOATalk. “Should your vote count” that was just one of the many posts, I had written. I would suggest using the search box at the top of the page and search for previously written posts concerning the same topic of conversation.

Keep us posted and best of luck of the election.

Chuck W.

"The reason for the colored paper is to make the proxy more difficult to duplicate."

You never worked in a public high school did you? We had students making their own parking permits to avoid paying the fee. We had them making their own ID badges. We even had a couple printing their own money to spend in the cafeteria! Colored paper won't be much of a hinderance.

I agree that mailing to the owner's last known address is not only typical, it is probably stated in the CC&Rs.

It's important to realize that while all of us here (on the forum) obviously have Internet access and take advantage of it, many in our communities do not have easy access or the knowledge to use it. Even if "mailing" is not speciffically required in our CC&Rs, it would be a poor decision to rely only on the Internet for communications. Perhaps in a few years, but not now.

GeraldT1,

I completely side with you that a proxy should be mailed to the homeowners last known address, for sure. Color paper will certain make duplication difficult but not impossible. If a proxies is going to be mailed to all the residents of a community, and they want to assure that the proxy would not be duplicated. I would even go as far as to suggest a numbering system.
Take the total number of association members x. I would number all the mailed proxies 1 or x, 2 of x, 3 of x. That way each proxy mailed can be accounted for. If a duplicate numbered proxy appears it would be voided!
I also feel that to be able to print the proxy from online would be very beneficial to those that do need one. With that being said it maybe necessary for who ever is requesting a proxy to have to ask the board for such, that way they can all still be counted for. I’m not sure, but there seems to be a “loop” in everything that is created with good intentions.

I appreciate your insight as always. I also understand that this may be there way of limiting proxies, but it is not a very good way to avoid duplication!

Chuck W.