Required Disclosures Before HOA Voting

California law on homeowners associations is strict. There are several required disclosures that must be sent to voters before HOA voting. These include nomination procedures, preferred voting method information, lists of candidates and ballot measures, and rules surrounding recounts and disputes. 

California homeowner association elections also require an independent inspector of elections to oversee the vote. Helpfully, platforms like ElectionBuddy have professional election experts on staff who meet the necessary qualifications set forth by the State of California.

Let’s dive into some of the required disclosures for California HOA voting and the time periods for each.

150 Days from Election Day

HOAs are required to send out a notice of nomination to members. This includes the nomination procedures and candidate qualifications for each position. Candidates may be put forth for nomination in this information packet.  

Voters must also be informed that electronic voting will be used and are provided with a method to opt-out and vote manually instead. The deadline for opt-out must be included in the information. 

120 to 90 Days Out

Nominations are now closed, and the voting method (electronic or paper ballots) is locked in. 

75 to 60 Days Before Election

A full list of voters, along with their physical addresses and email addresses, is compiled by the HOA in preparation for the pre-ballot notice. Sixty days before the election, materials are sent to voters which include:

• A list of candidates to appear
• The member’s current voting method

For those voting by paper ballot, information includes:

• The date, time, and address at which to mail or deliver ballots to inspectors
• The date, time, and location of the ballot counting meeting

For those voting electronically, information includes:

• The email address of the member that will be used for voting
• Instructions for voting electronically
• The date and time by which electronic ballots must be submitted

30 Days Before Election

HOAs must send out community reminders for upcoming elections. They also need to deliver electronic and paper ballots to members along with instructions on how to access online systems and submit paper ballots. 

This reminder must also include a complete list of election rules as set forth by the HOA bylaws and local and state election laws. The agenda for the annual meeting should also be included.

After the Election

HOAs should hold their annual meeting and announce the election results at that time. Should any discrepancies arise, members are encouraged to voice their concerns. Independent election inspectors such as those offered by ElectionBuddy must be available to answer questions and investigate any issues brought forward by members. 

Ballots and election-related materials can only be retained by the independent inspector of elections. They must remain in the custody of the inspector until the one-year deadline for disputing the results of an election has passed. After that, they may be transferred to the organization for storage. 

ElectionBuddy Makes Electronic Voting Easy

ElectionBuddy’s intuitive website makes voting online easy and convenient. Institutions and enterprises of all kinds can hold votes quickly and easily. Staying on the right side of local and state laws is also easier thanks to our compliance checklists for board elections. 

ElectionBuddy provides independent experts who can help administer elections, act as neutral third parties, and ensure that votes are conducted properly. We offer training and other assistance as needed throughout the entire voting process. Check out our tools today to see how ElectionBuddy can make voting easier than ever before!