Homeowners often hear the phrase “voting by proxy” at HOA meetings—but that’s a common misconception. In reality, the process is about designating someone to cast votes on your behalf, not submitting a vote ahead of time. Proxies are an important part of HOA governance, ensuring communities can continue making decisions even when every homeowner isn’t able to attend. Here’s how the proxy system really works, along with guidance to help boards and residents use it effectively.

What Is a Proxy?

A proxy is simply an authorization. When a homeowner cannot attend a meeting, they can appoint someone else to attend and vote on their behalf. This could be another homeowner, a family member, or a trusted friend. The appointed proxy receives a ballot for the absent unit, enabling them to participate fully in community decisions.

It’s important to remember that this is not a vote itself, but a delegation of voting power. In other words, you are handing your right to vote to another person for that meeting. Depending on the type of proxy used, you may give them clear instructions—or leave them free to decide based on the discussions that happen in the room.

Proxies Support Quorum and Inclusion, but Come with Caveats

One of the most valuable aspects of proxy voting is that it helps associations reach quorum. Without quorum, official business—like electing board members or approving budgets—cannot move forward. Proxies allow communities to avoid stalled meetings and wasted effort.

That said, there are some trade-offs:

• Reduced engagement: If too many homeowners rely on proxies, fewer people actually show up for the discussions that shape decisions.
• Disconnect between intent and action: A proxy holder may not always vote exactly as the homeowner intended, especially if they weren’t fully briefed or if new information arises at the meeting.
• Administrative complications: Duplicate, unclear, or improperly completed proxy forms can cause confusion and delay. Boards should maintain a clear process for validating proxies before the meeting begins.

Best Practices: How to Use Proxies Wisely

• Keep proxy forms simple: Cover the essential information on paper and leave discussion for the meeting itself to reduce confusion.
• Verify legitimacy: Confirm signatures and, if needed, contact the homeowner to validate the proxy before counting it.
• Encourage attendance: While proxies are useful, they should be viewed as a backup plan. Active participation at meetings is the cornerstone of strong governance.
• Choose wisely: Homeowners should appoint someone informed, responsible, and trustworthy to act as their proxy.
• Know the rules: Proxy requirements and limitations vary from one HOA to another, even within Ohio. Boards and homeowners should review their governing documents carefully.

Final Thoughts

Homeowners don’t vote by proxy—they designate someone to vote for them. Understanding this distinction is key to protecting the integrity of your association’s governance. When used correctly, proxies help bridge participation gaps, support quorum, and ensure HOA decision-making remains smooth and inclusive. But to make the most of the process, both boards and homeowners should emphasize transparency, thoughtful communication, and community engagement.

At Eclipse Community Management, we provide the guidance and structure needed to help communities navigate proxies—and all aspects of association governance—with clarity, trust, and legal compliance.