Most Requested Information

Election Administration  and Monitoring Services
Queens Village, NY 11429
Fort Lauderdale, FL 33309

NY Phone: 1.718.776.1017
FL Phone: 1.954.636.8213
Fax: 1.775.269.3969

Outside of NY and Florida
Toll Free: 1.877.868.4644
(1.877.Voting Group)
Frequently Asked Questions....
1. What is a Quorum? 
Under normal circumstances a Quorum is a majority number of shareholders. In other words to make a quorum you would have to have half of your shareholders present plus one. There are some By-laws that have different rules concerning this and you should consult the By-laws of your organization but, to have a fair election more than half of your registered voters should be in attendance.
2. What is Cumulative Voting? 
Normally, shareholders cast one vote for each director for each share of stock owned. Cumulative voting permits shareholders to apportion the total number of votes they have in any way they wish among candidates for the board. Where cumulative voting is in effect, a minority of shares may be able to elect one or more directors by giving all of their votes to one or several candidates.
3.Does the Supervisor/Inspector of the Election actually count the votes? 
The Inspector may participate in the counting of votes but, it is often the case that another agent counts the proxies and the Inspector verifies that the procedures used were reliable and accurate.
4. What happens if I don't send in my proxy and don't attend the meeting? 
Your ownership interests may not be represented at the meeting. If enough shares are not represented at the meeting, the meeting may have to be adjourned, or certain proposals may not have enough votes to pass. In many cases, companies send out reminder mailings to shareholders/stockholders who have not voted. Whatever the reason, if you do not send in your proxy, it may end up costing the company more money than if you just sent in your vote. If a quorum is not met there can be no election. The meeting will be postponed until another date to try and get more people to come out and this could cost your company more money to start all over.
5. What is the Secret Ballot System or Confidential Voting? 
Also known as closed voting or voting by secret ballot, under confidential voting procedures, all proxies, ballots and voting tabulations that identify shareholders are kept confidential. Independent vote tabulators and inspectors of election are responsible for examining individual ballots, while management and shareholders are only told vote totals.
6. What are by-laws? 
Bylaws supplement each company's charter, spelling out in more specific detail general provisions contained in the charter. Boards of directors often have the power to change bylaw provisions without shareholder approval.
7. What is an Annual Meeting? 
An Annual Meeting is one that occurs yearly. Publicly held corporations in the United States are required by the Securities and Exchange Commission to hold an Annual Meeting. Annual Meetings are typically when directors are elected and decisions are put to the shareholders concerning actions to be taken in the future.
8. What if I don't sign my proxy? 
A proxy which has not been signed, or which has not been properly signed, will not be included in the tabulation and not represented at the meeting. Many companies ask their tabulation agent to return the unsigned or improperly signed proxy to the owner, but there is no guarantee that this will happen in time for the vote to be returned and counted. The proxy will be voided.
9. What services does The Voting Group provide? 
The Voting Group is a nonpartisan, total turnkey, independent election supervisory and monitoring organization. We are also a vote (proxy) tabulation firm that counts and certifies votes for annual and special shareholder meetings. We also serve as Inspector of Election for routine or contested shareholder meetings. We help to design and print Newsletters which can consist of Proxies, Bios of Candidates and Notice of Annual Meetings. We mail this information to eligible voters/ stockholders / shareholders for elections concerning Labor Unions, Co-ops, Condos, Churches, Colleges, etc.. We do not endorse or campaign on behalf of any candidate or cause.
10. What is a ballot? 
A ballot is the form used to vote at a shareholder/stockholder meeting. A stockholder/shareholder who has voted by proxy but attends the meeting and wishes to change that vote is given a ballot. Also, the people appointed to be proxy (on the card) fill out a ballot at the meeting to cast the votes of the stockholders who submitted valid proxies. This is often referred to as the Master Ballot.
11. What is a Supervisor or Inspector of an Election? 
 An Inspector of Election is an impartial person or persons appointed by statute, corporate charter or by-law. The Inspector typically certifies the number of shares outstanding and eligible to vote at the meeting, verifies the existence of a quorum, determines the number of shares represented at the meeting, counts all proxies and ballots, resolves and records any challenges and certifies the vote.
12. Tabulation sounds easy. Why don't companies do it themselves? 
Some companies do tabulate their own proxy cards but, using an outside company removes all hints of impropriety. One problem is that sometimes each stockholder gets a number of votes corresponding to the number of shares he or she owns; a stockholder with 30 shares gets 30 votes and a stockholder with 500 shares gets 500 votes. In some cases these votes can be split between candidates (depending on your organizations by-laws). This process can be complicated and not all companies have the resources needed to guarantee the accuracy required, nor the experience to handle the other complexities of a routine tabulation. Some organizations want to avoid any hint of impropriety so the go to an outside source for independent vote tabulation and services.
13. How can I change my vote? 
You can contact the election supervisors and ask them to send you another proxy or you can attend the meeting and vote in person. An in person vote on the day of the election supersedes any previously received ballot/proxy.
14. I put the wrong letter in the proxy business reply envelope. 
If a business reply envelope meant for returning a proxy card is used for another purpose, the documents being sent may not reach the destination intended. The Voting Group attempts to forward or return such documents, but it may take several days to do this. The Postal Service uses scanning equipment to read the bar code on the bottom of the business reply envelope. Even if you put a label over the address part, the envelope may still find its way to the address encoded by the bar code. If you cross through the bar code, the envelope will likely be discarded as undeliverable.
15. Why don't all companies allow Internet or telephone voting? 
First of all, not all companies have the wherewithal to provide such a service. Second, understand that not all states allow so called "electronic voting". Even if a state allows it, it is not always cost effective for a company to implement. While the delivery cost of electronic voting is cheaper--an Internet vote is cheaper than a telephone call which is cheaper than a piece of mail--the setup costs and overhead for providing the service may be more expensive than the traditional mailed package. It is also very selective. If someone does not have access to the Internet then they can not vote and that is not fair.
16. Does the Supervisor/Inspector of the Election have special training or credentials? 
A Supervisor/Inspector of Elections does not need to have any special training, but should have a thorough knowledge of the proxy process and be familiar with commonly accepted practices. The Voting Group has thorough knowledge of election procedures for co-ops condos, unions, colleges, religious organizations, fraternal organizations etc. The Voting Group has also been trained by the Florida State ombudsman's office in order to provide services that adhere to Florida's rules and regulations concerning condominium elections.
17. What if we don't make our Quorum? 
Normally this means the election is invalid and you have to start the process all over again. This can be costly and most organizations try to avoid this. Extensions can be given at times but they are not indefinite. In New York according to HPD (Housing Preservation and Development) you can have a 10 to 15 day extension in order to get additional signed proxies from your shareholders but, you should consult your organizations By-laws and the rules concerning your organization in your area. This rule only concerns Cooperative Apartments. Union law is different in most cases.
18. There was no business reply envelope in my packet. 
If there is no business reply envelope in your packet you should contact management as soon as possible to obtain the correct address. Normally the mailing address will appear in another part of the correspondence (and then you can mail it yourself). Or you can attend your annual meeting/election and vote there. Sometimes meetings are held in public places that are often rented just for the day of the meeting. The proxy statement lists addresses where proxies or correspondence can be sent.
19. I found a proxy after the meeting. Should I send it? 
NO. Once the polls have been closed, no additional votes are accepted. Returning the proxy after the meeting incurs an expense (for postage) and there is no guarantee that any message you include will be processed. The Voting Group does forward all change of addresses to our clients, even if the proxy is received after the meeting. But it would be faster to communicate directly with the company, rather than sending a late proxy.
20. What is Proportional Voting? 
In a Proportional Vote election you may vote for as many of the candidates listed on the ballot as you wish. You must, however, indicate the order of your preference among the various candidates for whom you vote.
Mark your preferences with numbers only. Put the number "1" next to the name of the candidate who is your first choice. Put the numbers "2", "3", "4", etc. next to the names of other candidates in the order of your preference to indicate your second, third, fourth, etc. choices.
Be careful not to put the same number next to more than one candidate's name as this invalidates the votes cast for those candidates. Your other choices will be counted, however, if they are ranked by preference.
If you mark an X or put a check mark next to all candidates' names, your entire ballot becomes invalid and cannot be counted.
Any candidates who reach the necessary quota with Number 1 votes are declared elected. Any extra ballots they receive beyond the quota, referred to as the "surplus," are redistributed to the candidates marked next in preference on those surplus ballots according to the "Cincinatti Method."
After the surplus is redistributed, the count continues with the elimination of those candidates who received fewer votes in the first count. Their ballots are redistributed to the remaining unelected candidates according to the next preference marked.
After each distribution, the candidate now having the lowest number of votes is eliminated and his/her ballots are redistributed to the next indicated preference among the remaining unelected candidates.
As candidates "reach quota" through the addition of redistributed ballots to their totals, they are declared elected and no further ballots are transferred to them.
This process continues until all candidates have been eliminated except the winners.

21. Does the Voting Group, LLC provide election services across the country? 
YES WE DO.! Depending on the type of election monitoring service you request, there are times when The Voting Group can administrate, supervise and co-ordinate your organizations election from our office. If we have to travel, we will.

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NY Phone: 1-718-776-1017
FL Phone: 1-954-636-8213
Toll Free: 1-877-VOTING GROUP
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