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A strong board of directors is the lifeblood of effective homeowners’ association (HOA) management. Understanding the electoral process and how to participate are important to building a governing board that sustains community vitality and drives growth. HOA elections reflect the communal spirit of HOA living, empowering residents to shape their neighborhoods by appointing the right leaders to make crucial decisions.
Navigating the ins and outs of HOA elections and board dynamics can be daunting. Read on to explore basic rules, voting procedures, and practical tips for participating in your HOA’s election process.
What Is an HOA Board of Directors?
An HOA board of directors is the governing body of a community association. Made up of elected resident volunteers, the board works with community managers and other partners to:
- Make decisions
- Manage finances
- Maintain common areas
- Enforce HOA rules
While the roles and duties vary, most HOA boards include four key positions: President, vice president, secretary, and treasurer.
HOA Election Guidelines
The HOA election process is different for every association. The community’s governing documents should outline the election framework and conditions, such as:
- Election frequency: Specifies how often HOA elections are held, typically once a year
- Candidate submission requirements: Details how candidates must formally apply to run
- Term limits: Defines how long members and officers can serve before re-election is needed
While many types of election parameters exist, these core bylaws are essential to the entire electoral process. They take the guesswork out of planning and completing HOA voting events, providing a roadmap for how they should unfold and how newly elected members will serve.
Discover more with our free eBook: Online HOA Elections: Why They're Important & How to Manage Them
HOA Elections: Step-by-Step
Every community has its approach, but these core pillars of the HOA election process can help ensure a smooth, organized, and successful outcome:
1. Give community-wide election notice.
Once an election date is selected, notify all residents of open positions and submission deadlines. It’s customary to send these notices at least 30 days before the nomination deadline. Pro tip: Use a combination of communication strategies—digital forums, newsletters, emails, and bulletin boards—to guarantee everyone is in the know.
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2. Highlight nomination procedures.
In your election notice, don’t forget to highlight how candidates can be nominated. There are a few ways to nominate board member potentials, such as:
- Self-nomination: Residents can nominate themselves to run for a board position.
- Floor nominations: Candidates may be nominated during a meeting, provided a quorum is met.
- Write-in nominations: Community members can nominate an unlisted member by writing in their name.
3. Provide pre-ballot notice.
Once nominations are submitted, the HOA must give residents pre-ballot notice roughly 30 days in advance. These notices should include:
- Names of all individuals appearing on the ballot
- Clear guidance on where, when, and how to submit completed ballots—or detailed steps for digital voting
- Date, time, and location of the meeting where votes will be tallied and results announced
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4. Conduct the voting event.
Homeowners may be able to vote in several ways, from hand-written ballots to electronic, secret, and proxy ballots. No matter the method, it must align with the association’s bylaws and ensure accessibility and fairness.
5. Tally votes in the open.
It’s general practice (and a good rule of thumb!) to count ballots transparently, ideally during an open meeting. Usually, an election inspector or neutral third party oversees the count for accuracy, integrity, and enhanced trust.
6. Announce your results.
Once every vote has been counted, it’s time to promptly announce and post the results for all members to review. This promotes transparency and confirms the newly elected board's legitimacy while cultivating a sense of togetherness that boosts engagement and makes communities thrive.
Do State Laws Affect HOA Board Elections?
The short answer? Yes, they do! Each state has its own laws and regulations for how HOAs should be created and run. For instance, some states treat managed communities like non-profits, while others view them as separate legal entities. This impacts how HOA boards operate and how elections are conducted. From voting procedures to candidate requirements, state and local laws help shape the electoral process, so you must stay up-to-date on your local statutes.
Removing HOA Board Members
Removing an HOA board member or officer depends on state and local laws and the association’s bylaws. Generally, mid-term member removals are a board-led process, not a community vote, and can be complex. Residents can raise concerns with a board member by attending board meetings, contacting other members, or waiting until the next election to vote them out. Removing an officer is a bit simpler, though, often only requiring a majority vote to reassign the role.
Learn More: HOA Leadership Changes Made Easy: 5 Expert Tips for a Smooth Board Transition
Drive Real Change with Elections Powered by TownSq
HOA board elections are more than just routine procedures; they’re a vital opportunity for residents to shape their community’s leadership and future. By understanding your HOA’s unique bylaws, election guidelines, and voting processes, you can experience a stronger community built on solid, transparent, and effective leadership.
Thinking of joining your HOA’s governing team? Check out our article on the five reasons you should join your HOA board and discover how you can make a real impact.
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