California HOA Electronic Voting Notice

An electronic voting notice is an informational document that explains the association's electronic voting process, the technology or service being used, and the choices available to each member.

It is not the ballot itself. Its purpose is to give members enough information to decide whether to participate electronically and to understand how their votes will be kept secret and secure.

It is sent before electronic ballots are distributed, typically alongside or immediately after the pre-ballot or annual meeting notice.

It should be issued whenever the association offers electronic voting, including when a member has previously consented to electronic delivery and the association is reminding members of their voting options.

• A clear statement that electronic voting is optional and that members may still request a paper ballot
• Instructions for accessing the electronic voting system, including any deadlines for registration or credential setup
• The date electronic voting opens and closes, and how it relates to the ballot return deadline
• A description of how the system protects the secrecy of the secret ballot
• How the association verifies voter identity and prevents duplicate or unauthorized voting
• Contact information for technical support and for the inspector of elections
• A reminder of how members may update their delivery preferences or withdraw electronic consent
• A reference to the association's election rules and applicable California law

The notice is sent to all members entitled to vote, regardless of whether they have consented to electronic delivery, because every member must know that electronic voting is available and that a paper ballot remains an option.

Members who have consented to electronic delivery may receive the notice by email. Members who have not consented should receive it through the association's standard delivery method.

The notice should reach members before electronic voting credentials are distributed and with enough advance notice that members can decide whether to opt for paper.

It should be coordinated with the pre-ballot notice and the annual meeting and ballot notice so members see a consistent schedule across all communications.

Associations should document when the notice was sent and retain evidence of member delivery preferences.

• Requiring all members to vote electronically or treating electronic voting as the default
• Failing to explain how a member may request a paper ballot
• Sending the notice only to members who have already consented to email delivery
• Describing a voting system without addressing ballot secrecy or identity verification
• Providing deadlines that conflict with the paper ballot return schedule
• Not documenting member consent to electronic delivery before sending credentials by email

After members understand their voting options, the association distributes ballots and meeting materials through the chosen methods and prepares for tabulation.

Annual Meeting & Ballot Notice