annual meeting and ballots

I'm in Texas. Our annual meeting and board vote will be November 2nd. We have gotten no ballots yet from management company. How many days in advance should we have them? No, nothing in our bylaws about time.

In SC we must give 30 days notice of an Annual Meeting and that mailing also contains a Proxy naming the BOD as the holder. Some states have less then a 30 day notice. Seems it might be 10 days in TX. Also the count begins the day the notice is postmarked, not when it it is received.

Mark

Is that TX law/rules or just how your docs read?

Mark

In my experience, meaning the 50+ TPC 209 HOA bylaws I have read, all have stipulated the annual meeting notification package is to be sent not less than X days nor more than Y days prior to the meeting. The OP does not say the notification package was not sent or received, only that ballots have apparently not been received. BTW, we encourage the use of an emailed Save the Date notice well in advance of mailing the official notification package.

Rarely is a qualification sheet included which stipulates anything other than that the candidate must be an owner and, presumably, an air breathing mammal. If a spouse is on an association committee, he or she may have to resign from the committee if the candidate is elected. Thanks to the legislature a session or two or three ago, an owner candidate does not even have to be current on assessment payments. The 30 day date you mention is arbitrary, it can be 10, 15 or 25 days or whatever, depending on the needs/wants/desires of the MC and association.

The 3 day timeline for receipt of the ballot is arbitrary as well; 3 days works as well as any other deadline.

I'm not certain the OP's association/MC has missed a critical date or dates. I do not believe receipt of ballots in advance is a show stopper. What if there are no candidates? Or, what if the candidate was late in their submission? I personally do not think it a good idea to exclude a late candidate from the ballot during the meeting, although he or she may, of necessity, be a write-in. Then there is the matter of nominations from the floor during the meeting.

Just saw this article on what some say are the best and worst days to mail anything. It may not help Trista this time but others may want to think about this as time approaches for annual meetings, budget ratification and all that. People should also remember mail delivery everywhere has slowed down over the last 5 years.

https://finance.yahoo.com/news/don-t-mail-check-other-210054554.html

Hello,

As a property manager of a self managed association in Texas, I send out ballots and proxies 30 days in advance of the annual meeting. I then send a reminder a week before the meeting with the proxy form attached again to make sure I have enough proxies and attendees to make quorum.

Not sure if that helps but that's what I do.

I would love to! I actually live in the neighborhood that I am the property manager for in Houston but I am not an owner so I am not biased. That being said, my parents have lived here since 1980 and I want things to be like they were when I was young.

Have a great day!!!

Hi Trista,

I don't even see a place to send you a private message!

There is a management company based in Sugar Land that my friend works for but I am not sure I'm allowed to put the name of the company.

My neighborhood is self managed, we do not use a management company and it works great for us with 140 homes.

If anyone knows how to connect with each other, do tell!

Hi Trista,

Did it work?