Proxy for a members meeting
A member who cannot attend appoints someone to attend and act for them at one named meeting. It is for the meeting: counting toward quorum, and the votes taken in the room. It is not a ballot, and it is not an election proxy. If your board is running an election by ballot, use the election proxy designation form on vote.direct instead.
Two pages, branded, free. No account, no email address, and nothing about you is recorded by downloading it.
What is on the form
For a members meeting where the bylaws allow proxies. Hand it out with the meeting notice and collect it at the door.
PROXY FOR A MEMBERS MEETING
The meeting
- Organization
- Meeting
- Date of the meeting
- Place
Your bylaws and state law set the notice period. See the notice date calculator.
The member
- Member name (print)
- Unit, lot or address
- Membership or account number
I appoint
I appoint the person named below to attend the meeting above, to be counted toward quorum, and to act for me on the business of that meeting. If I leave this blank, I appoint the presiding officer of the meeting.
- Name of the person appointed
Authority
Mark one. If neither is marked, the proxy is general.
- General. My proxy may act for me on any business properly before the meeting.
- Limited. My proxy may act for me only on the matters written here:
3 ruled lines to write on.
How long it lasts
This proxy covers the meeting named above and any adjournment of it. I may take it back at any time by telling the secretary in writing, or by attending the meeting myself.
- This proxy ends on
Signed
- Member signature and date
- Received by (for the board), date
This is not an election proxy
A ballot cast in an election is a different instrument with different rules. For an election run by ballot, use the proxy designation form at vote.direct/templates/hoa-proxy-designation-form.
BEFORE YOU RELY ON THIS
This proxy is for a members MEETING, not for an election ballot. Whether proxies are allowed at all, whether they count toward quorum, how long one lasts, and how it may be revoked are set by your bylaws and your state. Some states cap the term of a proxy and some prohibit them for board elections entirely.
Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
Your bylaws and state law set the notice period.. Work out your notice dates with the calculator.
Questions boards ask
- What is on the proxy for a members meeting form?
- The organization, the meeting and the date of the meeting. The member name, unit or lot, and the person appointed. General or limited authority, with room to say what is limited. How long the proxy lasts and how the member takes it back. A signature and date for the member, and a receipt line for the board.
- When should a board use it?
- For a members meeting where the bylaws allow proxies. Hand it out with the meeting notice and collect it at the door.
- Is it free, and do I need an account?
- It is free and there is no account, no email address and no payment. Press the button, the PDF downloads, print it. Nothing about you is recorded by downloading it.
- What does this form not do?
- This proxy is for a members MEETING, not for an election ballot. Whether proxies are allowed at all, whether they count toward quorum, how long one lasts, and how it may be revoked are set by your bylaws and your state. Some states cap the term of a proxy and some prohibit them for board elections entirely. Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
- Where are the election documents?
- Ballots, election proxies, the notice of annual meeting, the results announcement and the recall petition live on vote.direct, which runs the election itself. governance.center holds the governance year around it: the meeting, the minutes, the resolution, the record and the dues.
Running an election instead?
Ballots and election documents live on vote.direct, which runs the vote itself.
NEXT TIME
Next time, the form fills itself in.
governance.center keeps one roster and one record for your community. The meeting, the minutes, the resolution, the sign-in sheet and the dues letters all come off it, and every one of them prints. Send us your roster and we set it up on the phone.