Question 1

What HOA election notices are required?

Accepted Answer

A California HOA board election typically involves a call for candidates, communication of the nomination procedures, a general pre-ballot notice, the annual meeting and ballot package, and a notice reporting the results. The exact set depends on the association's governing documents and adopted election rules.

Question 2

When do HOA election notices need to be sent?

Accepted Answer

Each notice has its own advance period, and the practical approach is to work backward from the annual meeting date. California law sets minimum periods for nomination deadlines, the pre-ballot general notice, ballot distribution and reporting results.

Question 3

What is a pre-ballot notice?

Accepted Answer

It is the general notice sent to members before ballots are distributed. It identifies the date and location of the meeting where ballots are counted, the ballot schedule and the inspector of elections.

Question 4

What information belongs in an election notice?

Accepted Answer

It depends on the notice. Generally each notice states the relevant dates, the action the member can take, who to contact and where the applicable rules can be reviewed. Our individual notice pages list the elements typically included in each.

Question 5

Can HOA election notices be emailed?

Accepted Answer

Delivery method depends on the association's governing documents and on delivery preferences individual members have on file. Associations should retain records showing what was sent, to whom and when.

Question 6

When do nominations open?

Accepted Answer

Nominations open early in the cycle so the association has time to verify candidates, evaluate acclamation and prepare ballots before the annual meeting.

Question 7

Who can run for an HOA board?

Accepted Answer

Candidate qualifications come from the association's governing documents and adopted election rules, applied consistently to every member. Disqualification standards must also be applied uniformly.

Question 8

What is a candidate statement?

Accepted Answer

A short written statement a candidate may submit for distribution with the election materials. Availability, length limits and deadlines are set by the association's election rules.

Question 9

Can nominations be made from the floor?

Accepted Answer

Floor nominations depend on the governing documents and election rules. Many California associations no longer accept them because ballots must be prepared and distributed in advance.

Question 10

Are HOA ballots secret?

Accepted Answer

Director elections use a secret ballot process. The double-envelope method keeps the member's identifying signature on the outer envelope separate from the ballot inside.

Question 11

Can ballots be hand delivered?

Accepted Answer

Many associations accept hand delivery to a designated location. The accepted return methods should be stated in the ballot notice and applied consistently to all members.

Question 12

What happens if a homeowner loses a ballot?

Accepted Answer

Associations generally have a replacement ballot procedure administered by the inspector of elections, with controls that prevent a member from voting twice.

Question 13

Can a member change a vote?

Accepted Answer

Once a ballot has been returned it is generally treated as irrevocable, so members should confirm their selections before sealing the inner envelope.

Question 14

What does an Inspector of Elections do?

Accepted Answer

The inspector administers the vote: verifying the voter list, distributing and receiving ballots, resolving questions about validity, counting ballots at the open meeting and reporting the tabulation.

Question 15

Who can serve as Inspector of Elections?

Accepted Answer

California law limits who may serve in order to preserve independence. Associations frequently retain a third-party professional to avoid conflicts of interest.

Question 16

Who counts HOA ballots?

Accepted Answer

The inspector of elections counts the ballots at a properly noticed open meeting where members may observe the tabulation.

Question 17

When are election results announced?

Accepted Answer

Results are tabulated at the counting meeting and then reported to the membership within the period required by California law and the association's election rules.

Question 18

What information is included in an election results notice?

Accepted Answer

Typically the tabulation for each candidate, the names of those elected, the date ballots were counted and how members may review election records.

Question 19

How long are election materials retained?

Accepted Answer

Ballots, signed voter envelopes, voter lists and candidate registration lists are association records subject to a retention period. Confirm the applicable period before disposing of materials.

California HOA Election Frequently Asked Questions

Election Notices

Candidate Nominations

Voting & Ballots

Inspector of Elections

Election Results

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