Voting by Proxy

Under Colorado law, every HOA MUST conduct an annual membership meeting.  The business that takes place at the annual membership meeting includes the election of directors and ratification of the budget for the coming year. A quorum (minimum number) of members must be present to approve those agenda items and certain other items on the agenda.  If the quorum is not met, the meeting’s business cannot be conducted and (in some cases) another meeting must be scheduled. This costs the HOA valuable time and expense.

If you are not able to attend the meeting in person, your Board may provide you the opportunity to vote electronically or by mail in ballot.  If not, there is another option that may better serve your interests. You can appoint a proxy.

 

Proxys play a crucial role in the HOAs annual meetings for several reasons:

  1. Ensure a Quorum: Proxys help achieve the required quorum for meetings.
  2. Member Participation: They allow members who cannot attend meetings to still have their voices heard and votes counted.
  3. Flexibility: Proxys provide flexibility by enabling members to appoint someone they trust to vote on their behalf, ensuring their interests are represented.
  4. Inclusive Decision-Making: By facilitating broader participation, proxys help ensure that the decisions made reflect the views of the entire community, not just those who can attend meetings.

How to Appoint a Proxy

A proxy form is included in your annual meeting notice. Just complete and sign the form and give it to another person who will attend the meeting.

If you don’t know anyone planning to attend, assign a general proxy (by checking the box) and forward it to your Community Manager by mail or take a picture of the completed form and send it electronically (by text or email).  This lets your community manager know that you are sending a proxy for the purpose of counting toward a quorum-only.

Can’t find your form? You can still appoint a proxy.  A proxy is valid if it designates a person to be the proxy-holder and is signed by the member, either personally or by electronic transmission, and is received by the officer or agent of the association authorized to tabulate votes.

When in doubt, send a proxy! If you’re not sure if you’ll be able to attend the meeting, go ahead and return the proxy form.  If you attend the meeting, the proxy will be void.

Every homeowner within an HOA has the inherent right to vote in elections that determine the leadership and direction of their community. This right is essential for maintaining a democratic process and ensuring that all members have a voice in important decisions. Step by Step Instructions