![]() ![]() (We recommend having at least three people, at least one of whom is not a board member, counting votes at any annual or special meeting.) By law, a proxy can be given to any person, even a non-member of the HOA. These should be collected by the Secretary at the meeting and carefully counted and tracked. ![]() All proxies should be in writing, signed, include the printed name and address or lot number of the homeowner granting the proxy, and state a date by which the proxy expires. Many HOAs already use proxies, which are simply limited powers of attorney allowing a person attending a meeting to cast votes on behalf of others who are unable to attend. While you should always hold an actual meeting for elections and whenever an amendment to the CCRs is proposed, you can gather a lot of votes ahead of time by using the proxy process. ![]() We advocate sending out a meeting notice by mail which includes a proxy. You may even wish to provide child care if your neighborhood is one with many small children. Give some thought to making the meeting convenient and accessible to those with less flexible schedules. This may go without saying, but board members are often retired or self-employed, and therefore may have more flexible schedules than other homeowners. Schedule the meeting well in advance and at a day, time and location that is convenient to homeowners. Be Flexible when scheduling your HOA meetings and utilize Proxies at all Times. A social event says, “Our HOA is made up of hard-working, well-meaning people who are trying to support the neighborhood – don’t you want to get involved as well?” And if I learned anything in law school, it’s that the presence of food is guaranteed to double the turnout of any meeting. Not only does this remind people that there are good people in the neighborhood and that it is fun to get to know your neighbors, but it also reinforces that the HOA is not just there to demand payment of dues and that you put your trash can away. Have you fostered a sense of community in your HOA? Consider a barbecue, potluck luncheon or kids’ movie night at or before your meeting. What is the best way to collect the votes your HOA needs to elect a board or get that important change to the CCRs or bylaws passed? Event Planning for the Homeowner’s to Meet can Foster a Sense of Community. Many HOAs and condominium associations have annual meetings coming up this time of year, or special meetings to amend their covenants, conditions, and restrictions (“CCRs”) or bylaws. ![]()
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