Meetings 101 Establishing Guidelines for Governance

 If you live in a condo or a co-op, you’ve probably noticed that your building has at least one annual unit owner or  shareholder meeting each year.  

 It’s not random. The annual meeting is actually a Florida state-mandated law that  requires cooperative corporations and condominium associations to meet one a  year to do their annual public elections. It’s incredibly important that all buildings follow this rule—so that every owner and board member has a say and a vote and can control what happens in their building.  

 Since the annual meeting is mandated by the state of Florida, there are many  rules that have to be upheld, but there are also ways to make it run smoothly  and efficiently to avoid conflicts and problems.  

 The entire purpose of the meeting is to vote for directors, who must be elected  at large from amongst the owners—though most of the time, the annual meeting’s agenda also covers building finances, assessments and repair matters.  

 It’s all written legally in the Florida Statute Section 718.112 (1)(d), which  mandates the annual meeting for the unit owners in a condominium association,  and Florida Statute Section 719.106(1)(d), which requires an annual meeting of  the member of a Florida cooperative association.  


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  • Your comment on "Voting by Proxies" seems to be incorrect unless you are calling any ballot mailed to a unit owner a proxy. Your article seems to be speaking about Annual Meetings and Florida law states that "The members of the board shall be elected by written ballot or voting machine. Proxies may not be used in electing the board in general elections or elections to fill vacancies caused by recall, resignation, or otherwise, unless otherwise provided in this chapter. This subparagraph does not apply to an association governing a timeshare condominium." also "A unit owner may not permit any other person to vote his or her ballot, and any ballots improperly cast are invalid. A unit owner who violates this provision may be fined by the association in accordance with s. 718.303." If you are not talking about Annual meetings then i apologize, if you ar eusing the term "proxy" to describe a ballot that is mailed to a shareholder then I apologize but if you are using the term "proxy" to describe a person that has been designated to cast a vote for a shareholder then you are incorrect. EDITOR's NOTE: The commenter is correct. Proxies are not allowed by Florida statute. According to Florida Statute 718.111(1)(b), board members may not vote by proxy. Further board members not present at a meeting may not provide a vote in writing. The only real option for a board member not physically present is to join the meeting by phone or via webcam. We apologize for the error and will correct the article.