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Members press board for clearer proxy rules ahead of March annual meeting
Summary
At the exchange meeting members asked the board to clarify proxy voting rules for the March annual meeting, including whether mailed proxies are accepted, who can act as a circulator and whether a proxy must be motion-specific; the board said it is reviewing proxy procedures and bylaws language.
Members attending the Recreation Centers of Sun City exchange meeting pressed the board for clearer instructions on proxy voting before the annual membership meeting March 11.
Jean Totten, who said she planned to attend the annual meeting at Sundial, asked the board a series of procedural questions: what qualifies as a “live” (wet) signature on a proxy; whether mailed proxies are accepted; how members can identify a proxy circulator; and whether a significant other who is a non‑deeded privileged cardholder may attend the annual meeting.
Board response and current rules Board officials told Totten that a live signature means an original handwritten signature and that management currently does not accept proxies by email; the board said mailed proxy packets handled by an identified circulator have been the usual practice. Management also said it has received proxy packets from circulators in the past rather than numerous individual mailed proxies. The board confirmed that a non‑deeded privileged cardholder is not a voting member and therefore does not have voting rights; by the same account such a person may not be entitled to attend the business portion as a voting member.
Why it matters: The annual meeting is the one member meeting each year where members can carry motions and vote if bylaws requirements and quorum are met. Unclear proxy procedures complicate participation for members who cannot attend in person.
Board action Board members said they are reviewing proxy-related language and how procedures are written to determine whether changes are needed to simplify member voting by proxy; any procedural changes would require formal drafting and, if bylaw changes are needed, follow the association’s amendment process. The board indicated the review will continue before the annual meeting.
What members can expect Members were advised to follow the current printed instructions in the RCSC proxy materials, to use mailed original signatures for proxies if they choose to mail them, and to identify a trusted circulator when using that option. The board agreed to consider clearer written guidance and to report back on possible procedural changes.
