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Annual Meeting Prep

  • The HOA Annual meeting is held on the Second Tuesday of November each year
  • Every HOA member must receive a Notice of the meeting no less than 15 days before the meeting that includes:
    • a letter from the Board with completed projects from the current year and proposed projects for the following year
    • Meeting Agenda
    • proposed operating budget
    • Bios of proposed incoming Board Members
    • proxy ballot
  • See the sample blow of previous Notices that were send out. 
  • Being prep of Notice in September
  • Each HOA Member is able to cast one vote and must receive a Meeting Notice
NOTE: in years past we allowed members to submit a proxy ballot by email using the ballot including in the Notice. This needs to be discussed as the CC&R read that voting need to me anonymous.
 
PROXY BALLOTS
  • An on-line proxy Ballot can be setup and emailed to members for voting anonymously using the Survey option on the website.
  • Proxy votes are added to the Votes cast at the meeting. 
  • Members who have not registered an email on the website or who's emails have previously bounces need a hard copy of the Notice mailed to them. Attached is 
  • To determine the list for creating a mail merge and printing mailed verisons:
    • Go to Admin Portal/Members/Export - create an excel table to determine members without emails
  • Suppressed emails are registered emails that have bounce on a previous send. Currently the only way to determine that list is to:
      • Open a recently send email and open Details
      • Scroll through the list for error messages and make note on the Export of bounced emails
      • An Audit Email Address and release suspension can be done in an attempt to recheck those emails. 
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