Why HOA Elections Matter

HOA Board of directors elections play a critical role in maintaining the governance and direction of a community. Every year, HOA members are responsible for electing board members who will oversee financial management, enforce regulations, and represent the community's interests. To ensure fair and transparent elections, it’s important that the HOA board election process be clear and concise.

Advance planning will keep you on track to have a successful HOA board election or membership vote. Failure to follow the process could result in a board election being deemed invalid and needing to be redone, costing the association both time and money.

Step-by-Step Guide to a successful HOA Election

Step 1: Check state statutes and governing documents:

State statutes; Some items to look for include when the meeting notice needs to be sent (how many days before the meeting), if the notices must be mailed or if they can be emailed, if the vote has a secret requirement, if a proxy is required, etc. Governing documents; Check both your CC&Rs and Bylaws. Look for meeting date and timing requirements, the terms of the positions, ballot secrecy, quorum requirements, if votes can be changed after submitted, is there an owner date of record of those that are eligible to vote, and if past due owners can vote, etc. Create and have the board of directors adopt a resolution to add electronic voting, Sample Resolutions Authorizing Electronic Voting

Step 2: Determine Open Positions:

Before a board election, it’s essential to determine which board seats are up for election and what the terms set in the governing documents. Many HOAs stagger terms so that not all members are elected at the same time. Identify which board of directors seats are open and communicate this with your members.

Step 3: Verify Eligible Voters:

Confirm property ownership and compile a list of eligible voters based on your HOAs bylaws. This usually includes assessing account status to ensure dues are current. The verification process should be completed ahead of ballot distribution to maintain the integrity of the election and ensure only qualified members receive voting materials.

Step 4: Call for Nominations for the Board of Directors:

To ensure democratic representations, you’ll need to open nominations. A call for candidate application form is recommended to be distributed in advanced of your board election. Interested candidates may need to meet specific criteria, such as being a member of the HOA, and sometimes obtaining a certain number of signatures from other members. Be sure to include a clear submission deadline and return instructions.

Step 5: Create and Distribute Notice/Ballots:

Once the nomination process concludes and all candidates have been verified, the next step is to create the election materials and distribute them in compliance with the HOAs governing documents and any applicable state laws. Which should clearly state the date, time, and location (or virtual platform) of the election meeting, along with the agenda and voting procedures. Both electronic and paper ballots should clearly list all qualified candidates, include voting instructions, and provide any relevant information such as candidate bios/photos.

Step 6: Voting and Tabulation:

HOA members can cast their vote by mail, or online if your state allows it. Once voting is closed, tabulate the results and verify that all procedures were followed to ensure the election’s legality by reviewing your final voting reports.

Step 7: Announcement of Results:

Announce the final results at the meeting by providing details about achieving quorum and the number of votes received for each candidate along with meeting minutes and any other items voted on.

Benefits of Incorporating Electronic Voting:

Electronic voting is a game-changer for HOA board elections and amendments, while boosting participation and instant result tabulation, making it very easy to implement, convenient for owners—especially those away from home—and more secure than traditional methods. Owners receive a receipt of exactly how they voted, more than what is provided than a paper ballot. A full-service voting company has the expertise to focus on your HOA election to make sure you reach quorum, while relieving some of the risk and workload of self service models, and providing third-party separation.

Get Started with VoteHOANow

You've already taken an important step toward simplifying your HOA elections by exploring this article. At Vote HOA Now, we specialize in providing a full-service electronic voting platform tailored specifically for HOAs. Ready to transform your elections?

Request an Estimate today and discover how we can support your community.