With our upcoming association meeting and board elections we wanted to reach out and explain what a proxy is as it is sometimes a source of confusion for owners, and new owners in particular.
What is a proxy form?
A proxy form is a document that an owner signs to appoint someone else to vote on his or her behalf at HOA meetings. Your proxy is your vote.
Why use a proxy?
If you are unable to come to the association meeting you should assign your proxy to someone you trust. That could be an existing board member, someone running for the board, a trusted renter, or a friend.
Where do I get my proxy form?
You will soon be receiving a packet from our property management company, Touchstone, which contains information about the upcoming meeting, statements from owners who wish to run for election, and your proxy form. If you have not received your proxy form please contact the MVP Front Office.
What if I want to attend the meeting myself?
Great! You should simply tick the box “For Quorum Purpose Only” and then send in your proxy form.
I won’t be attending the meeting – how do I assign my proxy?
There is a section on the form where you can write the name of your chosen proxy. You should fill in your desired proxiy’s name, sign the relevant sections, and then send it in.
How do I send in my proxy form?
There are few options…
- Scan + email the form to the MVP Front Office at mvpadmin001@hawaii.rr.com
- Go to the MVP Front Office in-person and give the form to Jolynn, and she will fax it to Touchstone
- Fax it to Touchstone yourself on (808) 566-4110
- Mail the form to Touchstone in the pre-addressed envelope you receive in your packet, but if you lose your envelope you can reach out to Touchstone and get their mailing details from: (808) 566-4100
Can I assign my proxy to the Board of Directors?
Yes, there are check boxes on your form so you can assign it the “Board Of Directors as a whole” or only “the Directors present”. The board will then vote on your behalf on elections and motions.
Why do we need to do all of this?
For the general meeting to occur we need to reach quorum, meaning 50% of owners are present or have assigned their proxy. If this threshold is not met the meeting will need to be canceled and rescheduled. The proxy process is a way to ensure that quorum will be met.
I have more questions….
Feel free to reply to this email or reach out to the communication committee at mvpcommunicationcommittee@gmail.com – if we don’t know the answer we can find out and let you know.
Mahalo