Understanding the 2024 Ballot and Proxy Form
June 2024
Objective:
The objective of this Hot Topic is to help explain why Proxy voting is part of Surfside Homeowner's Association governing documents and how to complete the Surfside 2024 Trustee Election Ballot or Proxy forms.
The Ballot and Proxy forms have been updated for the 2024 Election.
The mail-in ballot or proxy forms are for members who will NOT be attending the Annual Meeting in-person.
What is a Proxy:
Per Wikipedia "Proxy voting is commonly used in corporations for voting by members or shareholders, because it allows members who have confidence in the judgment of other members to vote for them and allows the assembly to have a quorum of votes when it is difficult for all members to attend, or there are too many members for all of them to conveniently meet and deliberate." This is a good explanation of why Surfside has Proxy's - to obtain a quorum when it may be difficult for members to attend personally. Articles IX, X and XI of the Articles of Incorporation and Article V, Section 5 of the Bylaws REQUIRE the use of a Proxy form. Changes to the Articles of Incorporation and Bylaws require member vote and cannot be done at the sole discretion of the Board of Trustees.
The objective of this Hot Topic is to help explain why Proxy voting is part of Surfside Homeowner's Association governing documents and how to complete the Surfside 2024 Trustee Election Ballot or Proxy forms.
The Ballot and Proxy forms have been updated for the 2024 Election.
The mail-in ballot or proxy forms are for members who will NOT be attending the Annual Meeting in-person.
What is a Proxy:
Per Wikipedia "Proxy voting is commonly used in corporations for voting by members or shareholders, because it allows members who have confidence in the judgment of other members to vote for them and allows the assembly to have a quorum of votes when it is difficult for all members to attend, or there are too many members for all of them to conveniently meet and deliberate." This is a good explanation of why Surfside has Proxy's - to obtain a quorum when it may be difficult for members to attend personally. Articles IX, X and XI of the Articles of Incorporation and Article V, Section 5 of the Bylaws REQUIRE the use of a Proxy form. Changes to the Articles of Incorporation and Bylaws require member vote and cannot be done at the sole discretion of the Board of Trustees.
Understanding the Surfside 2024 Election Ballot/Proxy Form:
Below is a copy of the blank Surfside 2024 Trustee Election Mail-In Ballot sent to all members in good standing for the July 2024 election.
Based on analysis of last year's voting data (see Proxy Data From 2023 Election), the ballot will be the form that at least 94% of members use.
The only reason you would not use this form is if you were not sure which candidates to support and wanted to allow another member of good standing to vote on your behalf.
If you DO know how you wish to vote for the 2024 election, complete the mail in ballot, sign and date and return via July 5th postmarked mail or the Surfside Office Drop Box no later than July 5th.
Based on analysis of last year's voting data (see Proxy Data From 2023 Election), the ballot will be the form that at least 94% of members use.
The only reason you would not use this form is if you were not sure which candidates to support and wanted to allow another member of good standing to vote on your behalf.
If you DO know how you wish to vote for the 2024 election, complete the mail in ballot, sign and date and return via July 5th postmarked mail or the Surfside Office Drop Box no later than July 5th.
If you are not sure which candidates to support and want to allow another member of good standing to vote on your behalf, you should use the Proxy Form. Your designated Proxy must attend the annual meeting in-person. The comment at the top of the form "You do not plan to vote at the Annual Meeting" may be confusing. What this means is you do not intend on attending the annual meeting and voting IN-PERSON.
A blank copy of the Surfside 2024 Trustee Election - Proxy form is below.
A blank copy of the Surfside 2024 Trustee Election - Proxy form is below.
The Proxy form allows you to place votes for all or a portion of the available candidate positions (4 total this year). You have full discretion in how many votes your designated Proxy may exercise on your behalf. If you choose to vote for some candidates but not a total of 4, you have the option of allowing your Proxy to vote any remaining candidates on your behalf. To allow this we recommend printing "YES" immediately after the sentence asking "If you have voted for fewer than four candidates, do you give your proxy holder, appointed below, permission to vote" (See Image A Below).
Once you have selected your candidates or given permission for your Proxy to do so, you must designate your Proxy by completing the section shown in Image B. If you do choose to name a Proxy, you should confirm they are a member in good standing and let them know you designated them as your Proxy and email them a copy of your form. The designated Proxy can then follow-up accordingly at the annual meeting to ensure they represent you. IMPORTANT: If you do NOT designate a Proxy but wrote "YES" at the of the sentence in Image A, your proxy will given to a random sitting Trustee that is NOT running for re-election and they will cast votes on your behalf.
The final part of the Proxy form is shown in Image C below. For your Proxy form to be accepted it MUST be signed and returned by the member either by mail (postmarked no later than July 5) or via the Surfside Office Drop Box no later than July 5th.
Summary:
This is our understanding of the 2024 Surfside Trustee Ballot and Proxy form. Hopefully it helps explain how to complete these forms to ensure your voice is heard and your vote is counted.
You have full control of your votes. Your vote can be counted even if you cannot attend the meeting in person by completing and returning by July 5 either the Ballot or Proxy form.
If you have any questions, please reach out via email or contact the Surfside Homeowners Association Office.
This is our understanding of the 2024 Surfside Trustee Ballot and Proxy form. Hopefully it helps explain how to complete these forms to ensure your voice is heard and your vote is counted.
You have full control of your votes. Your vote can be counted even if you cannot attend the meeting in person by completing and returning by July 5 either the Ballot or Proxy form.
If you have any questions, please reach out via email or contact the Surfside Homeowners Association Office.