electronic voting instructions
Electronic Voting as an option in our neighborhood has finally been approved and the resolution with modified language has been ratified. For our upcoming annual election it is important that those interested in using electronic voting as an option understand a few key elements: 1) You can enroll at any time, but if you want to be able to use electronic voting at the next annual election your consent form must be received by the HOA no later than Thursday, February 27th, 2025. 2) The person who will vote electronically must be online on the voting platform no later than 8:00 PM on March 19th, 2025, so that they are able to cast their vote when the voting session is opened. If your activities prevent you from accessing the online voting platform at that time, and cannot attend in person, a proxy may be used for this election instead. If a proxy is to be used, you should give it to a trusted friend that will be present at the meeting and can submit it on your behalf. 3) If your property is owned by a Trust, LLC or any other legal entity, a voting certificate form must be filled out and accompany the consent form. This form is used to name the person who is authorized to cast the vote representing the legal entity whether voting in person, via electronic vote, or by proxy. The above (paragraph #3) was not outlined, or the form provided when the electronic voting package was mailed out. Please share this information with your neighbors who might be subject to this requirement. Nobody likes unpleasant surprises at the last minute. If you need the voting certificate form please email a request to hlopez@castlegroup.com
Additional Information
At this moment we do not know who are all the candidates that will be nominated since people can still be nominated from the floor the day of the election. Once all candidates are nominated their names will be included in the ballot and those ballots will be available either in paper for those present at the meeting or in the voting platform for those who will be voting remotely via electronic vote.
Please note that there are 7 seats for the board, and at this time only 6 serving board members.
The voting will only take place if we meet quorum, that is, if 30% of the residents are either present to vote or registered in the voting platform.
(It is my understanding that the homeowner must be either: present at the meeting or registered and online by 8pm the day of the annual meeting in order to count towards quorum.)
IMPORTANT CLARIFICATION
Some homeowners are under the impression that once they register to vote electronically they will have the option to vote at any time during the day of the election. That information is incorrect. Until our bylaws are changed, the only time allowed for voting is at the annual election time, if quorum is reached.
DISCLAIMER: We do not represent the Home Owners Board of Directors, their representatives or any one else affiliated with their functions. The information herein is provided to the best of our knowledge and is subject to change. For the most correct interpretation of the annual meeting rules we recommend that you read the association By Laws or contact the property management office at 305-554-6141.
Thank you!