Once again, Cypress Village Property Owners’ Association will be using a combination of electronic balloting and traditional paper balloting for the CVPOA Annual Meeting. Electronic balloting has been used in the past, demonstrating significant savings in time and resources for the community.
Electronic voting has proven to be an effective means of voting for the membership. One of the primary advantages of electronic voting systems is their ability to streamline the voting process. Automation reduces the time required for vote counting and can lead to quicker results, which is increasingly important in a fast-paced digital world. E-voting can significantly improve accessibility for individuals with disabilities. Internet-based voting can also allow people to participate remotely, further enhancing accessibility. Remote voting options (at home on a personal device) can enhance participation.
The system used by CVPOA verifies the member’s vote each step through the balloting process. As the member votes, there are prompts to verify the choices made. As the ballot is completed the member is asked to review the ballot and then to submit the ballot. Th member is the given the option to print a copy of their submitted ballot or store it on their device as a file. Once submitted, the ballot is stored electronically and cannot be accessed until the day of the Annual Meeting.
The annual cost to CVPOA for electronic balloting is $3,864. Regardless of the number of votes cast, the cost remains the same. The cost per vote can be calculated; if all 4,790 property owners voted, the cost per vote would be approximately $0.81 per vote cast. Last year 1,770 members opted to vote electronically, resulting in a cost per ballot of approximately $2.20 per vote.
The total cost remains at $3,864, unaffected by inflationary pressures on cost such as time and resources. Therefore, a significant factor in using electronic balloting is the cost.
Paper balloting is heavily influenced by the cost of preparation. The cost of each packet mailed is determined simply by the amount of paper used. Each packet must contain the outer mailing envelope, a return ballot envelope, an Annual Meeting agenda, an annual financial report, a proposed budget, proposed amendments to the governing documents, biographies of candidates, and a ballot sheet. There is a cost factor in the printing of each sheet and the cost of the paper. The cost of each packet is also determined by the cost of postage based on the weight of each packet. Last year the total cost for packets mailed was $13,750.04, or $6.03 each.
The total cost for the coming Annual Meeting for paper ballots is sure to increase with the looking postage rate increase. It is also likely to increase with inflationary pressures placed on supplies such as paper.
It must also be noted that of the 2,278 packets mailed, 335 were returned, making an effective cost of $38.68 per vote cast.
At a time when we are looking to conserve money and to spend wisely, the widespread use of printed paper ballots represents a significant drain on the Associations resources.
Association members are encouraged to contact the CVPOA Office to complete the process to be included in electronic balloting. The office staff will guide members through the process of registering for electronic balloting.
As the Annual Meeting draws nearer, there will be postings on the CVPOA website giving members important information and guidance.
Annual Meeting Consent to Electronic Notices & Communication
The Association uses GetQuorum as the platform to vote during the Annual Meetings. Homeowners will be added on an on-going basis and request to opt-in to this service, which is separate from the day-to-day electronic communications sent from the Association and management office.
In order to participate in online voting and to receive notices electronically, we must have your consent on file. Electronic voting will allow you to easily participate in the governance of our community even if you are unable to attend meetings.
We know we can save more money by getting more people to sign up today!
Electronic Consent to Annual Meeting notices and packets are done on a continual basis. If you previously rejected and would like to consent, please contact the General Manager Jarrod Cruz at cvpoamanager@gmail.com. If you did not receive one, please let us know that as well.
If
Below is a sample of the email that will be sent. This is NOT spam, but rather the Association’s third-party provider for electronic meeting materials.
IF YOU HAVE NOT RECEIVED AN EMAIL SIMILAR TO THIS BELOW, PLEASE CONTACT MANAGEMENT.
