Meetings
The short answer: work one roster before the meeting, present, by proxy, not yet, and remind only the doors still missing, so the count is not a chase at 6:40.
Every board knows the scene. It is 6:40, the meeting starts at 7, and the secretary is counting names on a legal pad while someone texts a neighbor who is at a soccer game. You are three short. You have been three short since March.
The fix is boring, which is why it works. Get the number from your governing documents before anything is announced. Ours cannot tell you that number, and any page that tries is guessing about your association. Once you have it, work from the roster. Who is coming, who has given a proxy, who has not answered. That third list is the only list that should get reminders, and it should get them early, while a missing proxy is still a small errand instead of a door-knocking campaign the night before.
Make the missing list short
One roster, one count of who is in — in person, by proxy, not yet. Remind the missing, not everybody. Keep the proxy with the meeting record so next year's board sees how the count was reached. Whether remote attendance or a proxy satisfies your quorum is your documents' question; this page is general information, not legal advice.
- Present, in the room or as your documents allow
- By proxy, with the proxy kept on the record
- Not yet: the short list you actually chase
- Remind the missing, not everybody
Keep the count with the meeting
Meetings in Hoavik hold the packet and the count together: who is present, who is proxied, who is still missing, against the same roster as the dues.
General information, not legal advice. Your state and your governing documents differ.