Ownership, proxies and participation in HOAs
Hosted by TVDM Consultants on 20 August 2026
For more information please contact us on 061 536 3138 or email us as info@tvdmconsultants.com.
Speaker Information:
Sarah Sydenham | TVDM Consultants
Sarah, Ruben and Louise explored Homeowners' Associations (HOAs).
They discussed:
different types of ownership,
documentation required to prove ownership,
member participation,
common pitfalls that can affect participation at AGMs,
when proxies are needed,
record-keeping, and
effective management of Annual General Meetings (“AGMs”).
Whether you're an owner, trustee, managing agent or investor, this webinar provided practical guidance to help you navigate HOAs with confidence.
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Member participation and meeting procedures
Sarah discussed the importance of member participation in associations and clarified the appropriate forums for different types of issues. She explained that general meetings are for decision-making and require notice and agenda, while operational issues should be addressed in writing to the managing agent and policy issues to the board. Sarah also addressed the proper use of proxies, emphasising that they are for members who cannot attend and want someone else to vote on their behalf, and distinguished between proxies and other forms of authority for juristic members.
Community scheme management challenges
Ruben discussed practical challenges in community scheme management, emphasising that AGM problems often stem from incomplete records and unclear ownership information rather than the meetings themselves. He highlighted the importance of proper documentation, including title deeds, letters of authority, and company resolutions, to ensure valid decision-making and avoid disputes. Ruben also addressed proxy misconceptions, stress the need for timely and correctly filled-out proxy forms, and reminded attendees that AGMs should focus on governance matters rather than operational issues. He concluded by emphasising the importance of strong relationships between stakeholders and compliance with legal requirements to ensure successful scheme management.
HOA Governance and Engagement Strategies
Louise presented the homeowner and management perspective on ownership proxies and participation in HOAs, highlighting how the residential community landscape has shifted since COVID-19. She emphasised the importance of understanding different owner demographics, effective communication strategies, and the role of digital platforms in engaging residents. The discussion also covered the challenges of managing personalities and conflicts within community schemes, with participants agreeing on the need for strong governance, clear documentation, and balanced interactions between homeowners, trustees, and managing agents.