To Mountain Glen HOA Members,

Note: Nomination's for each office (president, vice president, secretary and treasurer) are made by the board members, not the membership No second is needed for nominations. 

(Robert's Rules, 11th ed., p. 432.)  

Whether you plan to attend or not, your vote is important and we encourage you to review and mail back requested meeting materials that will be mailed to all Association members. This includes resident members as well as rental property owners. 

Thank you for your confidence in the Association's Board of Directors and your appreciation for our volunteer efforts to keep the community going strong for years to come, increase property values through community projects and contracted services, and provide sound financial management to the membership. We look forward to seeing you at the June 27, 2019 meeting. 

Homeowners' Association Proxy Basics

Life is busy, and sometimes you just can’t attend a community meeting. Add in the factor of out-of-town owners, and you'll quickly see how proxies are valuable tools in reaching a consensus from the majority, not just a few.  

A Homeowners' Association proxy allows someone else to vote for you in the event you can't make a homeowners' meeting. Assigning a proxy helps you maintain your interests and also helps the meeting itself move forward without worry over an absent member; this document helps get your voice heard.  A good choice for a proxy representative is another member owner in ‘good standing’. Specific rules about who may serve as a proxy representative are found in the association bylaws.  Renters are excluded from voting on an election for Board members and other association related matters that require a vote from the membership; only a property owner can vote.  

As long as you have a proxy you can see to your prior engagements while maintaining your vote. You also want to make sure your proxy is voting how you'd like; after all, they're representing you. Having the agreement in writing can help you avoid issues and help your proxy remember exactly what your stance is on each important issue.

 Use the Homeowners' Association Proxy document if:

• You want to vote at a homeowners' meeting, but can't be there.

• You need to tell your proxy how to vote.

• You'd like to ensure the meeting makes quorum.

Proxies Versus Ballots

Proxies

A “directed proxy” adds the dimension of directing the proxy-holder how to cast your vote (unlike a regular proxy, which allows the proxy-holder to choose how to cast your vote). Therefore, the directed proxy will have the general proxy language (i.e., “I give my proxy to John Doe to cast my vote at the meeting.”)

Ballots

A proxy is not a ballot.  The difference between the proxies and ballots boils down to one word: meeting. A member may vote at a membership meeting by either: (1) attending the meeting and casting his or her vote in person, or (2) designating a proxy (who must attend the meeting) to cast a vote on behalf of the member.  

A ballot is an instrument that allows an owner to cast his or her vote in person at the meeting.  Owners cast their ballot, and as long as (1) enough ballots are collected to meet the quorum requirements established in the association’s Bylaws, and (2) enough ballots approving the action are received that would be required to approve the matter at an owners’ meeting, the meeting will run smoothly and community related decisions can be made.