09 Dec Coupons and Proxies and Policies: Year-end Association Mailings (Part 2)
Each year homeowners receive a packet of information from their association and immediately scramble to locate the one thing they’re truly interested in –
How much is the assessment going up next year?
This single bit of data is accompanied by other documents that are just as important but don’t always get the attention they deserve. At least, that is, until there’s
a violation,
a late payment or
a desire to remodel the front yard
and suddenly you’re digging for a phone number in order to gather the relevant information from the association.
Proxies
Certain association meetings may require the involvement of a specific percentage of the owners. If your association requires 30% of the homeowners to participate in the budget ratification meeting, it may be necessary to request proxies from those who can’t attend.
Without the approved number of participants, the new budget and other important business may not be presented for action.
Proxies are generally specific to the approved agenda and limited to a single meeting. If you’re not familiar enough with the issues to vote directly on each item, mark the choice that counts your proxy towards the meeting quorum.
A routine complaint from some homeowners is the expense related to sending so much material through the U.S. Post Office each year. The answer is two-part:
1 – not everyone is online
2 – CCRs or state law may stipulate that certain documents are mailed through the USPS a minimum of once a year
The board of directors and management company put a great deal of effort into compiling the association year-end mailing. Taking the time to read and review the information is a simple way to make yourself aware of important changes to the community.