In a community association, a proxy form is a document a member signs to appoint another person to act on their behalf. This document authorizes somebody to vote for them if they’re unable to attend the meeting or otherwise cast the vote themselves. Who can be appointed will depend on state and local laws and your community’s governing documents. 

For decades, Associa has helped boards facilitate honest and fair elections. In this ebook, we provide a sample proxy form that shows what community associations may use for proxy assignment.

What’s a Proxy?

A proxy is a document a homeowner signs to appoint another person to act on their behalf. For HOA members, this document authorizes somebody to vote for them if they’re unable to attend a meeting or otherwise cast a vote themselves. While the proxy holder is often a neighbor or family member, who can be appointed will depend on state and local laws and your HOA’s governing documents.

Related: What Is an Annual General Meeting?

What’s Proxy Voting?

Proxy voting provides homeowners with the opportunity to participate in association affairs and cast their vote—even when they cannot be there in person.

For HOA proxy voting, a homeowner will need to appoint somebody to vote on their behalf. Depending on your HOA rules, members may have a choice between a directed or non-directed proxy. With a directed proxy, the appointed person has the right to vote on only a specific issue. Non-directed proxy holders can vote on any topic on the homeowner’s behalf during that meeting.

What Are the Rules Governing the Use of Proxy?

Every state, province, and HOA will have different rules and bylaws that apply to proxies. States and provinces will outline community voting laws, establishing when and how associations can use proxy voting. Likewise, your governing documents will provide details on HOA voting rules, including if proxy voting can be used to reach decisions for the community and who can serve as a homeowner’s proxy.

Related: HOA Elections: Dos and Don'ts