By Ed Hanlon, Director
Once again, Cypress Village Property Owners’ Association members will be able to cast ballots using electronic balloting (eballot). The eballot is a quick, easy, and very cost-effective way for members to cast their ballots for the Annual Meeting. We are beginning the informational campaign on electronic balloting early so members can be more fully informed and have the opportunity to get information and ask questions.
The CVPOA employs a vendor, GetQuorum, to administer the ballot and balloting process. We submit our basic ballot outline and requirements; GetQuorum then creates the actual electronic ballot members will use online.
Last year, the eballot was multiple pages. Members signed on with their “sign in credentials” and were guided through the process of “marking” their ballot. At the end of each section, voters were asked if they were satisfied with their choices and given the option to return to any item to change a response. Once satisfied with the choices for that section, voters “continued” to the next page, and the process was repeated to the end of the ballot. At the end voters were again given the option to return to any section to review or change a response. Once completed, the voter was again asked if they are sure of their choices and again given the option to return to any section. Once the eballot was completed, the voter had the option to either submit and save their eballot or print it…or both. The average time to complete the ballot, review the choices, and print the ballot was about fifteen minutes.
In the past, there has always been a question of security of the printed ballot packages before mailing and for returned ballots. As long as the Association uses paper ballots, that question will loom in the minds of members. Preparing the paper ballot packages is a lengthy and complicated process, elements going through many hands. Community volunteers are used in stages of preparation. Their help is crucial, but the process lends itself to errors through no one’s fault.
Electronic balloting requires far fewer people involved in the process. During the eballoting process, there is a registration window and a cutoff date. The electronic ballot is prepared by GetQuorum, using the information given them by the Association. It is the same information contained in the paper packet. Once a member completes the eballot and it is submitted, eballots are stored electronically by GetQuorum. That information is not accessible by any member or employee of the Association until the convening of the Annual Meeting, and the tally results are made public to the members at the same time as paper ballot totals are announced.
In addition to the ease and security of electronic balloting, for CVPOA there is an economic factor.. Members expect the Board of Directors to be responsible stewards of the members’ money; electronic balloting represents a significant cost saving in money, resources, and time.
The annual fee for electronic balloting through GetQuorum is $3,864 per year. That fee will not rise in the coming year, whereas the cost of preparing and mailing paper packets is heavily effected by inflationary trends. That price of the paper packet cost WILL increase significantly this year. Since the last Annual Meeting, postage rates have increased significantly. The price of paper has increased. The price of the mailing labels has increased. The price of any part of the preparation and mailing of the printed packets will increase.
By State statute, unless a member signs up for electronic balloting, the Association is required to mail each member a printed paper ballot package. The Association has no option to do otherwise. Last year, the Association mailed 2,873 packets at approximately $7.00 per packet for a total of approximately $20,000. Of those mailed, 748 packets were returned, meaning a gross loss of 2,125 packets and $14,875 in Association funds…$14,875 which could have been used for other purposes.
If that is a trend which holds true in the coming year, the loss will be even greater. Using the rate of inflation and the increased costs, the Association could conservatively see the cost of the mailed packets rise to approximately $11.00 per packet (it has been that expensive in the past). Using the balloting numbers from last year, that means: 2,873 packets at $11.00 per packet equals approximately $31,000 (an increase of $11,000). 2,125 at $11.00 per packet for ballots not returned equals approximately $23,000 lost (an increase of $9,000).
Electronic balloting last year cost the Association $3,864. 1,514 members opted for eballoting and 635 members actually voted. The cost per member was $2.55. If the 635 members are subtracted from the total, the cost per member to eballot was $4.39. That is a set fee, not impacted by inflation or the number of votes cast. If all CVPOA members voted, that represents approximately $0.86 per vote, but still $3,800 total. The savings are realized by NOT preparing and mailing paper packets. Once again, if all members voted electronically, that is about $0.86 per vote; if all members vote by paper, that is about, $7.00 per packet (not considering the effects of inflation and simple cost increases). A difference of $6.14 per ballot.
The Annual Meeting and the costs associated with it are no options we can choose NOT to do. The Association is required by Florida statute to be conducted annual. The Annual Meeting is that time when members vote on a budget, vote on the annual assessment, vote on changes to the governing documents, and elect three board directors. It is a crucial event for the Association.
Because of State statute, the Association is left with only one possibility…lower the cost of conducting the Annual Meeting; to be more frugal with the funds entrusted by the members. That is the goal of the Board of Directors.
Please contact the office at (352) 382-1900 to ensure we have the correct email address and information on file to send you the email to opt-in for electronic voting. Electronic voting only takes one (1) click on a link in your email in order to cast your vote. The office staff is happy to assist you with getting registered and updated.