What are the requirements for preparing a Miscellaneous Notice?
Understand the required documents, compliance guidelines, and potential service fees for assembling a Miscellaneous Notice package.
Overview
A Miscellaneous Notice package distributes general updates or specific voting materials outside of standard notice intervals like your annual meeting. This guide outlines the essential components and operational guidelines required for this submission.
Required Documents
Your Miscellaneous Notice package must include the following materials:
- Notice Information: The primary informational text or letter detailing the purpose of the notification.
- Proxy: (If applicable) The form allowing an owner to appoint a proxyholder to vote on their behalf.
- Ballot: (If applicable) The official voting ballot for resolutions.
- Voting Certificate: (If applicable) The form used to designate a single voting representative for a unit.
- Supplemental Documents: Any additional materials or disclosures your association wishes to share with the ownership.
Package Guidelines
When assembling your package, ensure you follow these operational constraints:
- Legal Compliance: Consult your governing documents and your association’s attorney to verify the exact notice requirements specific to your association.
- Zoom Links: If GetQuorum is providing the Zoom link for your virtual Meeting, do not include a Zoom link anywhere in your submitted package.
- Moderator Fees: If you have already used the Moderator service within your package, an additional fee may apply if you opt-in for an additional virtual Meeting.
Note: Including external or premature virtual meeting links can cause technical confusion for owners attempting to register or join the Meeting.