Desingated Voting Representative

The Stonebridge Estates Bylaws provide that each property is represented by one Designated Voting Representative (DVR). The DVR receives Association notices and communications and is authorized to represent the property in Association voting matters.

Download the DVR Form

Use the current form to establish or change the Designated Voting Representative for your property.

Download DVR Form

How to Complete the Form

  1. Choose the Designated Voting Representative.
    Complete the Designated Voting Representative section with the name and contact information of the one person selected to represent the property. The DVR does not have to be an owner or resident.
  2. List every owner of record.
    In the section titled “Owners of Record — All Owners Must Sign,” list every legal owner of the property.
  3. Have every owner sign and date the form.
    Please be sure every owner of record is listed and has personally signed and dated the form. We can accept the form as complete only when every owner of record has signed and dated it.
  4. Review the special situations below.
    • A sole owner must list themselves in the Owners of Record section and sign and date the form.
    • If the DVR is also an owner, that person must be listed in the Owners of Record section and must sign and date—even though the DVR’s name appears in the section above.
    • If the DVR is not an owner, the DVR should not sign as an owner.

The owners’ signatures verify that all owners of record agree with and authorize the DVR designation.

Return the Completed Form

By email
Scan or take a clear photograph of the completed form and email it to:
estates@stonebridgecommunity.org

By mail
Prosight Property Management Group
3400 Travis Pointe Rd., Suite A
Ann Arbor, MI 48108

Common Questions

I’ve lived here for years and have never had to submit a DVR form. Why now?

DVR forms have not been consistently collected or maintained over the years, leaving the Association’s records incomplete. The current Board is updating these records so every property has a current DVR on file, consistent with the Association Bylaws. This helps ensure that official notices reach the correct person and that future elections and other Association business use complete and accurate records.

Do I need to submit a form if I am the only owner or the only person living at the property?

Yes. Every property should have a DVR form on file. If you are the sole owner, list yourself as the Designated Voting Representative and also list yourself in the Owners of Record section, where you must sign and date the form.

Is the DVR the same as a voting proxy?

No. The DVR identifies the individual authorized to represent the property on an ongoing basis. If an election or membership meeting permits voting by proxy or another approved method, those decisions are made by or through the DVR. Giving a proxy for a particular meeting does not change the property’s DVR.

Can I change my DVR later?

Yes. The designation remains in effect until the owners submit a new DVR form. A new form may be filed at any time.

Can we designate someone who does not own or live at the property?

Yes. The DVR does not have to be an owner or resident. However, every owner of record must be listed in the Owners of Record section and must sign and date the form. If the DVR is also an owner, that person must be listed and sign with the other owners. A DVR who is not an owner should not sign as an owner.

Can our property vote if we do not file a DVR form?

No. Under Article VIII of the Association Bylaws, a property’s vote may be cast only by its designated individual representative or by a proxy given by that representative. Without a valid DVR form on file, the Association has no designated representative authorized to cast the property’s vote. Once a valid form is filed, the designated representative may vote on behalf of the property, provided the Association has evidence of ownership and the co-owner is not in default on Association assessments.

View Article VIII – Voting (Stonebridge Estates Bylaws)

ARTICLE VIII VOTING

Section 1. Vote. Except as limited in these By-Laws, each co-owner shall be entitled to one vote for each condominium unit owned.

Section 2. Eligibility to Vote. No co-owner shall be entitled to vote at any meeting of the Association until he has presented evidence of ownership of a unit in the condominium project to the Association, such as a copy of a recorded deed, signed land contract or title insurance policy. A land contract vendee shall be considered the co-owner for voting purposes. The vote of each co-owner may be cast only by the individual representative designated by such co-owner in the notice required in Section 3 of this Article VIII or by a proxy given by such individual representative.

Section 3. Designation of Voting Representative. Each co-owner shall file a written notice with the Association designating the individual representative who shall vote at meetings of the Association and receive all notices and other communications from the Association on behalf of such co-owner. Such notice shall state the name and address of the individual representative designated, the number or numbers of the condominium unit or units owned by the co-owner, and the name and address of each person, firm, corporation, partnership, association, trust, or other entity who is the co-owner. Such notice shall be signed and dated by the co-owner. The individual representative designated may be changed by the co-owner at any time by filing a new notice in the manner herein provided.

Section 4. Quorum. The presence in person or by proxy of 30% of the co-owners qualified to vote shall constitute a quorum for holding a meeting of the members of the Association, except for voting on questions specifically required by the Condominium documents to require a greater quorum. The written vote of any person furnished at or prior to any duly called meeting at which meeting said person is not otherwise present in person or by proxy shall be counted in determining the presence of a quorum with respect to the question upon which the vote is cast.

Section 5. Voting. Votes may be cast only in person or by a writing duly signed by the designated voting representative not present at a given meeting in person or by proxy. Proxies and any written votes must be filed with the Secretary of the Association at or before the appointed time of each meeting of the members of the Association. Cumulative voting shall not be permitted.

Section 6. Majority. A majority, except where otherwise provided herein, shall consist of more than 50% of those qualified to vote and present in person or by proxy (or written vote, if applicable) at a given meeting of the members of the Association. Whenever provided specifically herein, a majority may be required to exceed the simple majority hereinabove set forth of designated voting representatives present in person or by proxy, or by written vote, if applicable, at a given meeting of the members of the Association.

Questions? Please contact the Estates Board at estates@stonebridgecommunity.org.