8 Essential Steps for Successful HOA Elections

Elections play a vital role in the functionality of community associations, empowering members, uniting residents, and promoting shared goals. To ensure that your election process is fair, inclusive, and in line with your community's governing documents, consider these key steps.

1. Establish an Election Committee

Consider setting up an election committee with input from your management company. A dedicated committee can significantly aid in organizing a fair election. This committee may comprise a Chairperson and other members with limited terms. To maintain impartiality, ensure no candidates, current board members, officers, or their spouses are part of the committee. Clearly define the roles and responsibilities of committee members. Consult directly with your managing agent for guidance and to confirm that procedures align with your association’s by-laws.

2. Initiate the Nominations Process

Launch the nominations process by forming a nominating committee. Apply similar rules and guidelines as those used for the election committee. This committee can help the Board and managing agent decide on criteria for nominations, how to handle write-ins, and whether nominations from the floor are permissible. Be clear on nominee limits, eligibility requirements, and whether nomination motions need to be seconded. Always refer to your governing documents and consult your property management and legal experts.

3. Send Meeting Notices and Candidate Calls

Your community's governing documents will clarify how to call for candidates and the timeline for doing so. Together with your managing agent, review by-law procedures for distributing the Annual Meeting Notice. The preferred method for sending official documents is usually by certified mail. The Annual Meeting package should include the official notice, the number of Board seats available, a call for candidates with application guidelines, a proxy if required, and voting ballots. Candidates should be allowed to submit their credentials and biographies, which should be shared with all community members ahead of the meeting. Meticulously coordinate with your managing agent to fulfill all mailing requirements for the Annual Meeting.

4. Designate an Inspector

Some governing documents outline appointing a neutral inspector to oversee the election, ensuring objectivity. If not specified, appoint someone now who is unaffiliated with the Board. This individual’s primary duty is to guarantee a fair election process, and sometimes the judiciary or covenants committee can fulfill this role.

5. Supervise the Election Process

Ensure each member or homeowner acknowledges receipt of their ballot, whether in-person or absentee. This documentation is critical to maintaining election integrity. Discuss with your property management company the necessary steps to make this aspect solid and official, contributing significantly to a trustworthy election.

6. Determine the Quorum

The term "quorum" refers to the minimum number of homeowners required to participate in the vote for the election to be valid, not the number of board members present. This quorum can be achieved in person or by proxy, and its specific percentage is outlined in your association’s by-laws. Confirm these details with your managing agent before the meeting. A quorum is essential for the Annual Meeting to proceed officially; without it, votes cannot be finalized, and the meeting becomes informational only.

7. Ensure Reliable Vote Counting

Whether using machines or paper ballots, ensure votes are counted in adherence to established procedures. Clearly communicate these procedures to the appointed judges before the election to maintain consistency and accuracy.

8. Compile and Report the Results

The election committee you formed earlier will now compile the results and report them to management. Legal counsel can be present for this stage if preferred. The final tabulation should include all votes, accounting for in-person, absentee, proxy, and any invalid votes.

Elections are crucial for the development and well-being of an association. By following these steps and seeking advice from your property management company and legal advisors, you can facilitate elections that are fair and dependable, paving the way for effective leadership.