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Subject: Options for voting by proxy
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06/04/2021 12:56 PM  
We have had no success in receiving owner proxies, primarily from lack of time or interest in the printing, completing, scanning, and return of the proxies. We have also provided electronic voting as an option with little success.
Florida allows electronic voting and I submit that a better way is to provide a DocuSign proxy ballot upon request of the owner. If we are assured of the validity of the owner requesting the ballot, I propose that we send the proxy to the address on record with our association, with instructions to complete.

I am convinced that this will overcome the difficulties we have experienced with our current practices.

Does anyone have experience with this manner of providing the voting by proxy?

Dave Dalenberg


06/04/2021 7:56 PM  
I don't know if this is helpful or not.

but several years ago our association used docusign to get the required signatures to call a special meeting to remove the board.
All owners should have their registered email with the management office.

Docusign works.

The invitation to vote would go to the email of record.

When the email is opened there is a link that must be clicked to take the owner to the docusign website voting page for that particular email address. It's double verified. Once you click on the link, docusign prompts you to recheck your email and enter the code it just sent.. then you can vote.

I think docusign is an excellent option for electronic voting. Someone will have upload all of the registered email addresses to docusign and then set up the vote. It's not hard if you know how to work with csv files .

there are also several online services that offer secure hoa voting. They charge on a per unit basis.

hope this helps.
(South Carolina)


06/04/2021 8:01 PM  

One way to increase proxy use is the association print them and send out them out along with the annual meeting notice and with a return pre printed return envelope. The more you ask people to do, the less they will do.


06/04/2021 10:34 PM  
If the COA/HOA signs a contract with an electronic voting over the internet provider, and voting is done over a few weeks, I see no need for a proxy. You can still offer a paper ballot and proxy, but I believe voter turnout is often much higher with electronic voting.
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Forums > Homeowner Association > HOA Discussions > Options for voting by proxy

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