Willow Lake Homeowners' Association Official Ballot, Proxy Form printable pdf download

Willow Lake Homeowners' Association Official Ballot, Proxy Form

Willow Lake Homeowners’ Association

Board of Directors

Secret Ballot Voting Procedure

PURPOSE:

This document lays out the procedure for voting by secret ballot.

BACKGROUND:

As per Article VI, Section 2 of the Willow Lake Bylaws, voting is to be done by secret

ballot. Provisions are to be made for a Lot Owner who is not able to attend a voting

meeting in person.

PROCEDURE:

In the meeting notice packet, lot owners are sent:

1) A proxy form, which notifies them of their proxy choices and asks which method

of proxy they will use

2) An official ballot, which is the same ballot as voting in person

3) A blank return envelope

Voting in person at an HOA meeting:

1) Voting is done by secret ballot. No mark of lot or name should be on it.

2) In the meeting notice packet, lot owners are sent an official ballot noting the date

of the vote and having a line item for each vote to be made.

3) At registration, a board member checks the name and lot of the voter and records

that voter’s lot.

4) During the meeting, there will be discussion of the issues to be voted on.

5) At the conclusion of all discussions, the voter will then put their lot’s ballot into a

ballot box.

6) When all votes are received, the ballots shall be counted, and the number received

shall match the number of lots that registered in step#2. This count shall be

verified and recorded by a minimum of two board members.

Voting by proxy:

1) Voting is done by secret ballot. No mark of lot or name should be on it.

2) “Voting by Proxy” means either:

a. A lot owner designates another lot owner to vote on their behalf, or

b. A lot owner sends in their vote(s) on the official proxy ballot

3) Designating Another Lot Owner as Proxy:

c. If a lot owner wishes to designate another lot owner to vote on their

behalf, they will fill out the proxy form specifying the name and lot

number of their designated proxy.

d. The owner will then hand their proxy form and blank ballot to their

designated proxy owner.

e. The proxy owner will fill out one ballot for each lot he represents by

ownership or proxy. For example, if I am asked to be a proxy by another

Willow Lake Homeowners' Association Official Ballot, Proxy Form