Tips for a Strong HOA Election
Are you satisfied with your HOA Elections? Here are 4 tips to ensure a smooth, transparent HOA election process.
- Check Your Governing Documents
- Know your bylaws and CC&Rs. Note the number of seats, nomination rules, quorum, and allowed voting methods.
- As board members, make sure you double check any state statues (for example, California HOA Voting Rules) that may have additional requirements.
- Report Nominations Clearly
- Homeowners can nominate themselves via email or by submitting a nomination form provided by the board.
- Homeowners can nominate themselves via email or by submitting a nomination form provided by the board.
- Distribute & Collect Ballots
- Management companies serve as a great third-party to oversee ballots and election results with a neutral perspective.
- Ballots should be simple, easy to read, and confidential.
- Count & Announce Results Promptly
- Once the votes are counted, usually during the annual meeting, announce the results clearly and without delay.
- Post the election results where residents can see them, and make sure the HOA’s records and board member listings are updated accordingly.
Pro Tip: Management companies like HOA Simplified can host HOA elections for you.
By completing these steps, you’re ready to run a fair, efficient HOA election without excess hassle. Good luck!
Key Definitions that might help:
Governing Documents: The collective set of legal papers (primarily the Declaration of Covenants, Conditions & Restrictions, bylaws, and rules/regulations) that establish how the HOA operates, what homeowner obligations are, and how the board and membership must conduct business.
CC&Rs (Covenants, Conditions & Restrictions): The core portion of an HOA’s governing documents that detail permitted and prohibited uses of property, maintenance obligations, architectural standards, and enforcement mechanisms.
Bylaws: The section of the governing documents that lays out the HOA’s internal procedures, how meetings are called, how many board seats there are, term lengths, nomination and election rules, quorum requirements, and voting methods.
Board Seats: The positions on the HOA board (e.g., President, Treasurer, Secretary) that are filled by elected volunteers; bylaws specify how many seats exist and the length of each term.
Voting Methods: The legally approved ways homeowners may cast ballots (e.g., mail-in ballots, online voting, in-person voting) as defined in the governing documents and applicable state statutes.
Ballot: The confidential form (paper or electronic) on which homeowners cast their votes for board candidates or on specific association matters.
Annual Meeting: The once-a-year gathering of the full membership where key business takes place: electing board members, reviewing budgets, and reporting on projects. It’s also when ballots are often counted and results announced.
HOA Records: The official archives of the association, meeting minutes, election results, financial statements, and board member rosters, that must be maintained and made available to homeowners on request.
