It has been brought to the Board’s attention that there appears to be some miss-information being disseminated as to why the proxy forms were sent with the Annual Meeting Notice.
To be clear, first and foremost, the Board would prefer homeowners attend the Annual Meeting in person. This is your opportunity to hear straight from the source, not conjecture, a review of the financial strength, activities and generally what has been happening in the neighborhood. Additionally, there will be the election of directors to serve on the Board.
Quorum is the number of Members that must be at the Annual Meeting, in person or by proxy, so that business can be conducted (i.e. hold the election for members of the board of directors). In homeowner associations it is not unusual to fail to meet quorum requirements which the MPOA has experienced in the past. Standard practice in the HOA industry is to include proxies with annual meeting notices to help mitigate this issue, a practice the MPOA adopted a year ago after consulting with several experts in the field. The proxy provided to MPOA homeowners is a widely accepted standard form, conforming to federal and state laws.
As stated on the proxy, the proxy is only to be used for the Annual Meeting. If the Member submits a proxy and is then able to attend the meeting, the Member can revoke their proxy upon arrival at the meeting and vote in person. On any matter voted on at the meeting, only one vote per lot will be counted. For the election for members of the Board of Directors, only one ballot per lot will be counted. Per the MPOA bylaws, since there are two (2) board member positions up for election this year, each homeowner, or their proxy, will be able to vote for up to two (2) candidates; however, cumulative voting (casting both votes for one candidate) is not allowed.Remember, voting will be for directors to serve on the Board, not officers; officers are appointed by the Board of Directors.
Please note that proxies are required to be received by the Board no later than November 15, 2016 to be valid. The reason is two-fold: this will speed up the registration process the evening of the meeting so the meeting can begin on time and so that the proxies can be verified they are from eligible owners.
Provided election results can be tabulated within the time frame of the Annual Meeting, election results will be announced at the meeting. If time is not permitting, election results will be posted on the MPOA web site as soon as they are available. Election results will be handled by a committee.
We hope this has cleared up any misperceptions. Any further questions can be directed to the Board at the MPOA web site www.meadowspoa.org.