Audit Checklist for HOA Voting Procedures

In order to maintain compliance with relevant laws, homeowner’s associations should use a clearly defined audit checklist for HOA voting procedures. This list should include information to be kept and validated at each step during the vote, from pre-election through announcement of the results. 

The Davis-Stirling Act Amendment of 2024 allowed for HOA elections in California to be held online, while providing protections for voter anonymity and strict record-keeping requirements. 

Platforms like ElectionBuddy have all the tools an organization needs to hold free and fair elections while maintaining auditable records for voters and regulators alike. Here are the steps an organization should take at each stage of the election process:

Pre-Election Audit Checklist

Associations should keep the following records in case an election requires an audit:

• Election rules set by regulators and the HOAs governing documents
• Voter records of who is eligible to vote, including removing voters no longer present in the community and adding new members to the rolls
• Voter authentication processes, including how voters are verified, such as through secure identity logs and receipts. 

These records are critical in keeping voter information secure and guaranteeing that no voter is left behind. They also allow auditors to validate that the HOA was following proper procedures, which is key to avoiding legal issues with regulators or disenfranchised members. 

Election Period Checklist

During the election, numerous pieces of information must be held securely to ensure a vote meets recognized standards. The key pieces are:

• Voter authentication records
• Records of discrepancies, such as duplicate votes
• Ballot receipt confirmation
• Election system security logs, including login data
• Secure physical and electronic data storage methods

These data points are necessary to ensure the proper chain of custody for the votes. Once votes are cast, all identifying information should be removed so that the ballot is anonymous. Security logs and authentication records should be kept securely by authorized election inspectors. This allows audits to take place quickly should irregularities be noted or suspected. 

Post Election Audit Checklist

Once the election is finished, the results will be announced. Transparent record keeping should be kept on hand for auditors. Other steps should be taken, including the following:

• Confirming that each vote was counted correctly via internal digital receipts and voter receipts if necessary
• Examining the results for discrepancies, such as vote manipulation or attempted ballot stuffing
• Reviewing challenged ballots to ensure only authorized voters took part in the election
• Ensuring the results are compliant with HOA bylaws and relevant governmental regulations

Record-keeping best practices for HOA elections dictate that all election information should be kept for the foreseeable future in case of an audit. Timelines of record-preservation typically range from three to seven years, depending on local laws and HOA bylaws.

These record-keeping practices include storing physical ballots securely and digital ballots in encrypted databases. 

Making Audits Easier with Online Elections

ElectionBuddy offers secure voting solutions for HOAs and organizations across the United States. We also have independent election experts on hand who are certified to act as inspectors of elections under California law. 

By using ElectionBuddy, organizations can keep all their necessary data in a secure, easy-to-access location. Should an audit become necessary, digital data can be sorted quickly to identify errors and help rectify any issues.