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Why are Quorums Important to HOAs?

A quorum is the minimum number of North or South Carolina homeowners who must be at a meeting before business can be discussed. State law tells us what that minimum number is for our associations. It’s relatively low, but we still have a tough time reaching our minimum. This is a common problem in many homeowner associations.

Meetings that don’t reach a quorum must be adjourned and rescheduled at a later date. This costs the association money and creates more work for their teams. Further, achieving a quorum at a second meeting—if we couldn’t get one the first time—is even harder.

So, why bother to try again? The Home Owners Association board is legally obligated to conduct an annual meeting and it’s an important part of conducting association business. During the annual meeting, new board members are elected and the coming year’s budget is presented to the Carolina homeowners for approval. No quorum means no election and no budget. This means the current directors will have to continue serving until an election can be conducted. It also means that last year’s budget will remain in effect until a valid meeting can be held to approve a new budget.

Good news: You can be “at” a meeting in the Carolinas and across the country at the same time by signing a proxy! That’s how you assign your vote, in writing, to another person. Proxies count toward the quorum, so they’re very important to the association.

We ask you to complete a proxy form even if you plan to attend the meeting. That’s just in case something comes up that prevents you from attending. When you do attend the meeting, your proxy will be returned to you.

Since proxies are so important to achieving a quorum, you may find us knocking on your door, calling on the phone or even stopping you in the common areas asking you to sign a proxy form. We’ll do anything to achieve a quorum. Without it we can’t do business, and eventually that affects you, the Carolina homeowner.

Rock the Proxy: Let Your Voice be Heard

If there is an election coming up in your community soon, and even if you’re unable to attend the membership meeting and election, you can still vote by proxy.

A proxy is the written authorization that allows one person to appoint another (the proxy holder) to vote on his or her behalf. State law and the homeowners association’s governing documents specify that the HOA can use proxy voting.

Why would a community member use a proxy? Maybe you’re traveling during the election, or have other obligations that prevent you from attending the meeting, but you still want to exercise your rights and have your voice to be heard.

If you’re interested in using a proxy, ask your community manager or a board member for a proxy form. Cite the name and address of the individual you’re appointing to cast your vote. Next, list your name, address and telephone number, and sign and date the form.

The HOA can only accept one proxy form per person, so be sure to fill out your form accurately. By only accepting one official form, the HOA doesn’t need to check each proxy to determine if it’s legally sufficient. It also eliminates any potential problems if the vote is close.

Just be aware that by assigning your proxy to another person, you’ve authorized the proxy holder to vote for you as he or she sees fit. It is the proxy holder’s responsibility for voting or abstaining from a vote.

Essentially, a proxy is an act of trust—the proxy giver must trust the judgment of the proxy holder. The proxy giver may think the proxy holder will vote for a certain candidate or issue, but the proxy holder isn’t legally bound by that assumption unless it is specifically written on the proxy form.


Get Registered. Vote!

Whatever your political philosophy, you should exercise your individual right to help choose the people who will lead our government at the federal, state and local levels. Casting a ballot is an American right that people in many other countries don’t enjoy.

But before you can vote, you must register. You can learn about registration procedures in the Voting and Elections section at The site includes information to help you contact elected officials, make campaign contributions and more.

And, by the way, if you’re an owner in good standing, you also have the right to vote in our own association elections. Our campaigns aren’t covered by the worldwide media, and we don’t have bumper stickers and buttons, but they are important and do make a difference in your life.[/vc_column_text][/vc_column][/vc_row]