Proxy Statements

Hi, those that may remember I submitted a petition with 65 signatures (50%) back in March requesting our Board hold a special sod meeting in Florida to fix turf conditions. 6 month and counting - still waiting. Moved on to submit a second petition to hold a Reserve Fund meeting to discuss re-allocation of reserve funds. Thought it essential to create a sod reserve before we meet to develop a plan to fix the turf. Currently have 52 of the necessary 59 proxy statements to guarantee the majority vote at the meeting (despite the boards attempt to defame our effort to petition on the POA website paid for by the members' monthly fees). The Board has yet to announce the location, date, or time of the meeting. To ensure the Board did not call the meeting on 48 hours' notice, making it impossible to secure the required # of proxy statements (historically we have never had more than 25-30 out of 114 residents attend a meeting) to ensure a majority we have gone door-to-door to get proxy statements signed. We left the location, date, and time blank since the meeting has yet to be announced. Without legal counsel, we decided to have residents complete the "limited" proxy (only specific items the proxy could vote) and circle either a 'yes' or 'no' choice for each item. The homeowner then signed and provided his address line but did not date the proxy statement. We were not sure if the proxy statement would be invalid if the homeowner signed it before the meeting information was ever made public. We do not believe there is anything wrong or illegal in signing the proxy statements and then filling out the location, date, and time after the meeting was announced. What to do about dating the signature is less clear and confusing given our research. Once we have all 59 proxy statements is it improper to date each of them after the meeting schedule is announced? Do we have to circle back and have each homeowner date his own proxy statement or can our small group date them all? Every homeowner who signed a proxy knows exactly what the meeting is for. They just did not know the location, date or time when signing. As an alternative, can we communicate with each homeowner that signed (via iPhone or email) gaining his/her permission to enter a date with their full knowledge of the date entered? All things considered, we are trying to do the best we can against a Board that is controlling and non-communicative with the Association's Members. We have worked too hard to screw this up at the finish line, by giving the Board any opportunity to invalidate a proxy statement.