4
Create a timeline of when each item needs to be completed.
Advance planning of the timing will keep you on track to have a successful annual meeting and board election. Be sure to list all the dates: when to send the call for candidates, when the candidate’s intentions must be received by, when the notice must go out, when the ballots must go out, when the ballots must be returned by, etc.
Put all these items in a folder titled Annual Meeting and Timeline. The goal in creating the Annual Meeting Folder and Timeline for each association is to ensure all requirements are met and the process is followed correctly each year. Failing to follow the process could result in an election being deemed invalid and needing to be redone, costing the association both time and money.
HOW TO ADD ELECTRONIC VOTING TO THE MIX
Since electronic voting is permitted by Illinois state statute (765 ILCS 160/1-25 or 765 ILCS 605/18)it is very easy to incorporate this into your election process and offer owners another option for having their vote count. The process follows the same timeline as paper proxies/ballots. Start by having the board adopt a resolution (see an example here
https://www.votehoanow.com/how-it-works/
resources.php)to add electronic voting as a method to accept votes.
Next, work with a company that offers the type of voting service you need. It is recommended that community associations work with an electronic (or online) voting company that is specific to the HOA/condo industry as those providers understand the complexities of how HOAs operate. Also, it is important to look for a company that offers full-service management, not just a portal. A full-service voting company has the expertise to focus on your election to make sure you reach quorum, while relieving some of the workload from the manager or election committee and providing third-party separation.
WITH A LITTLE PREPARATION, YOUR NEXT ANNUAL MEETING CAN BE A JOYFUL EXPERIENCE AND YOU’LL BE THE HERO!
COMMON ELEMENT REPAIR LOANS | RESERVE DEPOSIT ACCOUNTS | TREASURY MANAGEMENT SERVICES Community Association Loans
Cost-effective financial services for Chicagoland associations. Contact me to learn more!
Tim Haviland (630) 908-6708
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bylinebank.com/commercial ©2024 Byline Bank. Member FDIC. Loans subject to approval. 52 | COMMON INTEREST® • Spring 2024 • A Publication of CAI-Illinois Chapter
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