Call For Candidates Prior To Annual Meeting

Started by BarbaraD12 • 6 replies • 139 views

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BarbaraD12 (Washington)
Posts: 24

Posted:

Per our bylaws, homeowners can vote in person, by absentee ballot or proxy.
For years, we have sent out a call for candidates with a deadline and then the names of the candidates were included on an absentee ballot in the annual meeting packet that also included a proxy form.
For whatever reason, our property manager wants the call for candidates to be included in the annual meeting packet with a deadline and then send the ballots to homeowners separately giving them the option to mail in their ballot or use a proxy if they aren’t coming to the meeting.

Is there a standard sequence that is used? It’s not making sense to us why after all these years she wants it changed.
Thank you for your input.

MarkM19 (Texas)
Posts: 1,459

Posted:

Barbara,
The Property Manager does not make the rules for your HOA the board does. The board should listen to the reasons and possible State laws have changed. If they have the board should have been informed as soon as they were changed. If it is just because he/she wants them then the answer should be thanks but No thanks. If it isn't broke don't try and fix things.

This is my opinion anyway. Let's see what others have to say.

JackS20 (North Carolina)
Posts: 271

Posted:

Quote:

Posted By BarbaraD12 on 06/11/2025 4:14 PM
Per our bylaws, homeowners can vote in person, by absentee ballot or proxy.
For years, we have sent out a call for candidates with a deadline and then the names of the candidates were included on an absentee ballot in the annual meeting packet that also included a proxy form.
For whatever reason, our property manager wants the call for candidates to be included in the annual meeting packet with a deadline and then send the ballots to homeowners separately giving them the option to mail in their ballot or use a proxy if they aren’t coming to the meeting.

Is there a standard sequence that is used? It’s not making sense to us why after all these years she wants it changed.
Thank you for your input.

postage is pretty expensive, I would think the first option only requiring one letter would be much more economical

BarbaraD12 (Washington)
Posts: 24

Posted:

It would still have to get mailed out twice. Once with the annual packet and then sending the ballots to the homeowners. There wouldn’t be a savings in postage.

KerryL1 (California)
Posts: 14,550

Posted:

Are you on the Board, Barbara?

BarbaraD12 (Washington)
Posts: 24

Posted:

I was on the board for 7 years and stepped down last year. Our current board only consists of three. They asked for my help because they questioned what our property manager was suggesting since it was never done this way previously. I also disagreed with her advice.

SheliaH (Indiana)
Posts: 6,964

Posted:

The postage costs, along with printing, could be an issue. In case you've forgotten, postage is going up again on July 13. You don't say how many homes you have, but this could get pricey. Has anyone looked at those numbers or even asked why the suggestion came up?

I don't see a problem with the suggestion. When we send our notice, we include the proxy and people can nominate themselves or someone to run, or to simply appoint a proxy or use the card to establish quorum so we d an have a meeting. At the meeting, we also take nominations from the floor.

As others have said, the property manager works at the board's direction, so if the board doesn't want to change it, don't change it

If it is not right do not do it; if it is not true do not say it. Marcus Aurelius

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