HOA glossaryGovernance

What is Proxy?

A proxy is a written authorization letting another person attend and vote on an owner's behalf, commonly used to reach quorum at annual meetings.

Proxies can be general (the holder votes as they see fit) or directed/limited (the owner specifies how to vote on named items). The bylaws control which forms are permitted, how long a proxy stays valid, and whether it can be revoked by showing up in person.

Because proxies determine election outcomes in low-turnout communities, form defects matter: missing signature, missing date, wrong meeting referenced. A clear, pre-printed proxy form distributed with the meeting notice prevents most disputes.

Some states restrict or prohibit proxies for certain votes and substitute absentee or electronic ballots instead.

Related terms

QuorumQuorum is the minimum participation required for a meeting's votes to count, set as a percentage of owners for member meetings or directors for board meetings.Annual MeetingThe annual meeting is the yearly gathering of all owners where directors are elected and the association's finances and plans are presented.BylawsBylaws are the association's internal operating manual — they govern how the board is elected, how meetings run, and how the corporation makes decisions.

Answers straight from your own documents

Melo tells residents what Proxy means in your community — citing the exact page of your CC&Rs, budget, or rules.