Compliance Checklists for Board Elections

California law surrounding HOA board elections is strict, so compliance checklists for board elections are often used to help organizations fulfill their duty under the law. These can include time-based deadlines and other relevant details on what must be disclosed and what needs to remain anonymous. 

HOA elections in California also require that the association hires an independent inspector of elections to act as a neutral third party. ElectionBuddy offers an all-in-one solution for electronic voting and neutral third-party oversight. We also provide extensive information and tools to help organizations stay compliant with the law. 

Below is a checklist of required disclosures before HOA voting. These can be used as a basic guide to understanding board election laws.

Providing Nomination Notifications

150 days out from the election, HOAs must provide voters a list of the nomination process and rules such as:

• Number of board seats available for election
• Candidate qualifications
• Deadline and method for submitting nominations
• Current email address to be used for electronic voting
• Information to opt-out of e-voting in favor of paper balloting

Voters are then given thirty days to submit nominations before they close 120 days prior to election day. Furthermore, the selection of electronic or manual voting must be made ninety days before the election. 

Preparing Final Candidate Lists and Sending Information

Final candidate lists and registered voter rolls must be completed no later than seventy-five days before an election. No later than sixty days before the election, voters will receive the following information:

• Final list of qualified candidates
• Member’s preferred voting method and the email address to be used
• Instructions for voting electronically or by mail
• Confirmation of the date and time that ballots will be tabulated during the annual public meeting 

The most critical component of electronic voting is clear instructions on how the process works. This helps promote voter confidence in the system and the transparency that it offers. ElectionBuddy provides all the tools needed for anyone to vote simply and securely, no matter where they are. 

Ballot Distribution

No later than thirty days before the HOA board election, members must receive their ballots. Complete instructions for accessing the online portal, including instructions for voter authentication methods online and two-factor authentication processes, ensure vote security. 

Voters must also be informed of voting deadlines, election rules, and the agenda for the general meeting where results will be announced. 

Election Results

Votes will be tabulated at the general annual meeting, and only the independent inspector of elections will have access to the ballots. After the results are announced, the independent inspector will ensure there are no discrepancies or disagreements before certifying the results. If any issues arise, they will investigate them promptly and transparently. 

Online Elections Made Easy

ElectionBuddy has a user-friendly interface that makes electronic voting simple. Our systems are trusted by organizations both large and small for conducting secure and transparent elections across large geographical areas. 

Voter security is a pressing issue, which is why ElectionBuddy provides proof of vote receipts to voters. We also maintain secure access logs throughout the election process–the same 256-bit encryption used by major financial institutions protects votes from manipulation and allows errors and fraud to be identified quickly!