Proxy voting is widely used by owner associations during elections, but homeowners call the process “complicated and confusing.” Is there a better option?
Proxy Basics
Proxy voting allows homeowners to vote by designating someone else to vote on their behalf. A proxy can be uninstructed meaning that the designated person can vote however they see fit or instructed meaning you tell that person how to vote for you. This is especially handy since builders and developers frequently own association properties but live out of town. The proxy form must clearly state whom the proxy has been granted to, the date of the meeting and the name, address and signature of the homeowner.
The Problem with Proxies
For owner associations trying to collect proxies, the system can be problematic. Many HOAs have deadlines for proxy submissions that precede the meeting (due by noon that day). Some owner associations stipulate that proxies must be submitted by mail or fax, and some HOAs prefer to receive them in person. There may even be further stipulations to guard against fraud, such as collected proxies mailed in together will not be accepted. Some proxies don’t expire for several months- many are not valid after 90 days. Trying to stay on top of all the guidelines and provisions for using proxies can be convoluted and confusing for both homeowners and HOA officials.
Voting Online offers a new solution to combat confusing proxy rules and guidelines.
State law or an associations documents may require the use of a proxy, in other cases it may simply be a habit, unless it’s a requirement we recommend going with straight ballot. If it is a requirement we offer both uninstructed and instructed proxy options. Instead of filling out proxy forms and mailing them in, homeowners can select a predetermined proxy e.g. secretary of the board or write in a person to act as their proxy. The election manager will have instant access to that information via a spreadsheet available in the result reporting section of the administration.
Learn more about VoteHOANow to see if this solution can help end the problems with proxy voting in your owner’s association. For more information about our online voting system, join one of our live webinars.