Every year when your community schedules it’s Annual Meeting, a Notice is mailed out typically with a Proxy Form. The Proxy Form allows you, as an owner to vote for candidates for your Board of Directors, vote on other issues if applicable, and/or select the option to be counted toward a quorum. A quorum is the minimum number of owners that must be represented at the meeting in order for it to be officially a meeting. The Proxy Form should be used if you are not planning to attend the meeting.
During the meeting the election is held to elect members to the Board of Directors. A Ballot is a form that is distributed to members attending the meeting for them to vote for the candidate(s) of their choice. Ballots are collected, tabulated and votes are added to any that came in on a Proxy Form, to determine those who are elected to the Board.
So, in summary, if you cannot attend your HOA’s Annual Meeting, you should complete the Proxy Form and return it according to the directions. This is how you can be sure your voice is heard. If you are planning to attend the meeting, you will be asked to fill out a Ballot at the meeting, which also allows your vote to be heard.