Electronic Voting Process

An Association must first amend its current election rules to allow for electronic voting. This should be completed (election rules drafted, 28-day comment period completed, rules officially adopted at a meeting) at least five (5) months before your upcoming election meeting date. This part of the process only needs to be done once unless there are subsequent law changes. Please contact your Association's attorney for help on this process. Once the amended election rules are adopted you are ready to get started with electronic voting.

Electronic voting currently is allowed for a Board of Directors election and for a vote to amend governing documents. Electronic voting is not currently allowed for special assessment votes.

amend election rules

electronic voting system setup

After your Association has adopted its amended election rules, we need set up your election in our system at least 4.5 months before your election meeting. The Association will need to provide us with the following:

1.) Accurate homeowner information including one valid email address for each unit. Units that do not provide a valid email address cannot vote electronically and will be mailed a paper ballot instead.

2.) Accurate election information such as the meeting date, time, location, number of open seats and terms, quorum requirements, whether or not cumulative voting and write-in are allowed, etc.

We provide templates that detail the information needed and to facilitate the data transfer.

the election process

After an election is set up, the electronic voting system guides you through the steps for electronic voting:

Step 1: Members confirm or update their voting preference.

Step 2: Call for candidates. Candidate nomination process.

Step 3: Members confirm access to the electronic voting system.

Step 4: 60-day pre-ballot notice

Step 5: Time to vote! Send out electronic ballots (and written ballots if needed).

Step 6: Election meeting to count the votes.

• We are your inspector of election and will attend a virtual open meeting to tally the votes and report the election results.

* All votes cast are by secret ballot. The voting system automatically separates the votes from the voter and there is no way to associate the two together. *

election tracking

The electronic voting system coordinates and tracks your election from start to finish all in one place.

Each election has a dedicated election management page that provides real-time election data to keep you informed and on track.

Electronic and written ballots are secret and secure for the duration of the election.

The electronic voting system can accommodate write in candidates and cumulative voting.

The electronic voting system can also add a vote to approve the prior year meeting minutes and/or the IRS tax resolution to your board of directors election.

Election materials will be stored in compliance with California civil code.