In today’s fast-paced world, poor planning is not just the downfall to a great annual meeting but could also spell social (media) disaster for you and your community. What better time than now to organize your annual meeting process and make you a hero in the eyes of your community? This way you are ready to implement your new procedures and avoid a meeting that falls into madness.
HOA BOARD ELECTION PROCESS
One of the many requirements in each association’s governing documents is to have an annual meeting of the owners. It is usually at this meeting that HOA (Homeowners Association) or condominium members elect the board of directors for the upcoming year. This duly elected board becomes the governing body for the entire community so having a fair and impartial election where all owners’ votes count is of utmost importance. Considering the number of community associations across the United States is growing (and there are over 19,000 owner associations in Illinois), it’s important that the board election process be clear and concise.
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(Common Interest) or Condominium board elections.
TIPS FOR A SUCCESSFUL HOA BOARD ELECTION Here’s some links you can use:
Common Interest Community Association Act:
https://www.ilga.gov/legislation/ilcs/ilcs4.asp?DocName=076 501600HArt%2E+1&ActID=3273&ChapterID=62&SeqStart=100000&SeqEnd=1831250
Condominium Property Act:
https://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=2200&ChapterID=62
Keep in mind there may also be Administrative Codes that may apply. 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 • the minimum quorum requirements to hold a meeting • which types of proxies can be accepted • parameters for an electronic vote (e.g., proxy is not needed, all votes count toward quorum, etc.)
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Check your association’s governing documents.
Check both your CC&Rs (Covenants, Conditions and Restrictions), Declaration 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.
Make a list of all the election details.
Once you know your requirements, make a list of all the details and keep it in an annual meeting folder so you can refer to it each year. You may even want to keep the pages of your governing docs with the specific sections highlighted that show the requirements in this folder. Your list should include the number of homes, quorum requirement, how many ballots are required for quorum, how many directors are elected each year and the length of the terms, etc. Be sure to include the location of the meeting and your contact person at the location if off-site.
www.cai-illinois.org • 847.301.7505 | 51
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