A proxy is simply a document that an owner signs to appoint someone else to vote on his or her behalf at HOA meetings. Proxies are helpful in hitting your quorum, but it’s important to make sure your proxy sheet does the following things:

1. Notes the time and date of the meeting.
2. Identifies the names of the candidates and provides lines for write-in votes.
3. Clarifies that if an owner doesn’t vote, their proxy will be counted toward a quorum, but not the vote.
4. Clarify that owners can’t vote for more than the number of people running, or their proxy won’t be counted.
5. State, “I hereby appoint [the name of the manager or a board member] as my proxy to vote on my behalf.”
6. Clearly require that while an owner can set a proxy, his or her proxy HAS to attend the meeting for it.

Just like anything, proxies have pros and cons. Proxies give owners a way to vote and participate even when their schedule prevents them from attending a meeting. They also allow your HOA to make a quorum and still hold votes.

Where a matter to be voted on by the association’s members requires the use of a secret ballot, the following balloting procedures must be utilized in order to preserve the confidentiality of the vote and to comply with other legal requirements:

Ballot with 2 Preaddressed Envelopes
Ballots and two (2) preaddressed envelopes must be mailed by first class mail or delivered by the association to every member not less than fourteen (14) days prior to the deadline for voting.

• First Sealed Envelope – The ballot itself is not signed by the voter, but is inserted into the first envelope that is sealed.
• Second Signed & Sealed Envelope – the first sealed envelope is inserted into a second envelope that is sealed. The voter must sign and indicate the voter’s name, as well as indicate the address or separate interest identifier that entitles the voter to vote.

You're ballot and proxy should be returned to the property manager via one of the following method's:

• USPS/Snail Mail – Mail item(s) to Summerlake Community Association at 8016 Pond Apple Drive, Winter Garden FL 34787.
• In Person / During Business Hours – Item(s) can be hand delivered to Property Manager staff during business hours at their Clubhouse Office location.
• In Person / After Business Hours – Item(s) can be placed in the mailbox located in the Clubhouse Alleyway for Property Management staff to retrieve the following business day.

No - Your ballot and proxy will remain on file for until this action meets quorum or is replaced by a new ballot/proxy.

• USPS/Snail Mail – Mail item(s) to Summerlake Community Association at 8016 Pond Apple Drive, Winter Garden FL 34787.
• In Person / During Business Hours – Item(s) can be hand delivered to Property Manager staff during business hours at their Clubhouse Office location.
• In Person / After Business Hours – Item(s) can be placed in the mailbox located in the Clubhouse Alleyway for Property Management staff to retrieve the following business day.