to hold a meeting, and which types of ballots or proxies can be accepted.
Administrative Codes May Apply
Keep in mind there may also be Administrative Codes that 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. Which types of ballots or proxies can be accepted. Parameters for an electronic vote or absentee ballot—for example, proxy is not needed, all votes count toward
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Check Your Association’s Governing Documents Review both your CC&Rs and Bylaws. Look for
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.
Keep a list of all the details in an annual meeting folder so you can refer to it each year.
Make a List of All the Election Details 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 relevant pages of your governing in this folder. Your list should include the number of 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.
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Create a Timeline of When Each Item Needs to be Completed Advance planning of the timing will keep you on
track for 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, when the notice must go out, when the ballots must go out, when the ballots must be returned, 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 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.
Failing to follow the process could result in a board election being deemed invalid.
How to Add Electronic Voting
Since absentee ballots are permitted by Washington election process and offer owners another option to ensure their vote is considered. The process follows the same timeline as paper proxies/ballots.
Absentee ballots follow the same timeline as paper proxies/ballots.
Start by having the board adopt a resolution to add electronic voting as a method to accept absentee ballots. service you need. It is recommended that community associations work with an electronic (or online) voting they understand the complexities of how HOAs operate. Also, it is important to look for a company that offers full- company has the expertise to focus on your election to workload from the manager or election committee and providing third-party separation.
With a little preparation, your next annual meeting can
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