Quorum. Proxy. Cumulative voting. Nominations from the floor. HOA elections come with their own vocabulary. For anyone participating for the first time, you may feel like a fish out of water. Good news, HOA elections are pretty straightforward, once you understand the basics. Here's how they generally work and what you should know if you want to participate or run.

Please note: Elections vary by association, based on what's found in your bylaws. For specifics, reference the requirements found in your association's governing documents.

Where Election Rules Come From

Your association's election process is primarily governed by your bylaws. Some communities also have supplemental election policies adopted by the board.

Your bylaws typically address:

  • How many seats exist and term length.
  • Who is eligible to serve.
  • How nominations happen.
  • Notice requirements.
  • Quorum requirements.
  • Whether proxies are permitted.
  • How votes are counted.
  • How vacancies are filled.

The first thing you should do if you're considering running is to read your bylaws. Otherwise, you may end up signing up for a commitment you're not prepared for.

The Key Steps in an HOA Election

Eligibility

Eligibility requirements will vary based on your bylaws. Common ones include:

  • Being an owner of property in the community.
  • Being in good standing (current on assessments, and sometimes free of open compliance issues).
  • In some communities, being a resident, rather than an investor owner.

Some documents, not all, will allow a spouse or a designated representative of a corporate owner to serve. If you are unsure whether you qualify, ask your management company or review your bylaws prior to any nomination deadlines.

Nominations

Nominations are how candidates get on the ballot. Associations typically use one or more of these methods.

Nominating Committee

Some bylaws specify a committee that solicits and recommends candidates ahead of the annual meeting.

Self-Nomination

Most associations allow property owners (or members) to submit their own name by a stated deadline. This is typically through the candidate interest form, included in the annual meeting packet (that's one purpose of that packet).

Nominations from the Floor

Some bylaws allow nominations during the annual meeting itself. This is pretty common, but not universal, so check your documents before assuming it's an option.

Notice and the Election Packet

Your bylaws will specify how much advance notice owners must receive before the annual meeting, and what that notice must contain.

A typical election packet may include:

  • Notice of the meeting (date, time, location or virtual access).
  • The agenda.
  • Candidate names and any candidate statements.
  • A ballot.
  • A proxy form (we’ll cover proxies a little later).
  • Instructions for returning materials.

Read the instructions carefully. Ballots and proxies are often invalidated for missing signatures, late submission, or using the wrong form.

Quorum

Quorum is the minimum level of participation required for a meeting to conduct official business.

Your bylaws will state the quorum requirements, often as a percentage of total eligible voting interests (one person may have multiple votes, depending on the bylaws and number of properties owned within the association). These voting thresholds can greatly vary by association.

If quorum is not met, the association generally cannot hold a valid election. The meeting may need to be adjourned and rescheduled, which can cost time and money and typically frustrates everyone involved.

Many bylaws include provisions for a reduced quorum at a reconvened or adjourned meeting.

Many eligible voters aren't able to or choose not to attend their association's annual meeting. They may be out of town, they're sick, it's the same night as their kid's ball game, or they just aren't that interested in HOA matters.

This is why proxies exist.

Proxies

A proxy is written authorization allowing another person to represent your voting interest at the meeting.

Proxies serve two important purposes:

  1. They count toward quorum. Even if you cannot attend, your proxy helps the meeting move forward.
  2. They allow your voice to be represented when you cannot be present.

Types of Proxies

General Proxy: authorizes the holder (who you specify when submitting it) to vote on your behalf using their judgment.

Directed or Limited Proxy: you specify how your vote should be cast on particular items, and the holder must follow those instructions.

Quorum-Only Proxy: counts toward the quorum number but does not authorize voting on your behalf.

Common Proxy Requirements

  • Must be in writing.
  • Must be signed by the owner of record.
  • Must identify the proxy holder.
  • Must be dated.
  • May need to be received by a deadline.
  • May automatically expire after a set period.

If you cannot attend the annual meeting, submitting a proxy is the most helpful thing you can do for your community.

Ballots and Voting

Voting Methods

Depending on your governing documents, voting may happen through:

  • Written ballots submitted in advance or at the meeting.
  • In-person voting at the annual meeting.
  • Electronic voting, if permitted by your documents and state law.
  • Absentee ballots, where allowed.

How Votes are Counted

Most associations use plurality voting, meaning the candidates with the most votes win the open seats.

Some communities use cumulative voting, where an owner can concentrate multiple votes on a single candidate. If your documents allow this, they will also provide instructions on how it is to be conducted.

Your bylaws will also specify:

  • How many votes each lot or unit carries.
  • Whether votes are counted by lot, by owner, or by ownership interest.
  • Who serves as inspector of elections or teller.
  • How ties are resolved.

Results and Taking Office

Once votes are tallied, results are announced at the meeting and recorded in the minutes.

New board members will either take office immediately or at a designated time, following the meeting. Shortly after, the board usually holds an organizational meeting to elect officers (President, Vice President, Secretary, Treasurer, etc.) from among the elected directors.

Being elected to the board and being elected as an officer are two separate steps. Owners elect directors. Directors typically elect officers (the specific seats) among themselves.

Thinking About Running?

Check out our article Thinking About Running for Your HOA Board to learn everything you need to know about serving on your board of directors, including 6 questions you should ask yourself before deciding to run. You can also download our Board Candidate workbook.

FAQ: HOA Elections

Can I run for the board if I am behind on assessments?

Many associations require candidates to be in good standing. Check your bylaws, since requirements vary.

What happens if quorum is not met?

The election generally cannot proceed. The meeting may be adjourned and rescheduled, sometimes with a reduced quorum requirement, if your bylaws allow it.

Is a proxy the same as a ballot?

No. A proxy authorizes someone to represent you. A ballot records your actual vote. Some communities will send both prior to the annual meeting.

Can I change or revoke my proxy?

Usually yes, if done before the meeting and following what's stated in your governing documents. Attending the meeting in person often revokes a previously submitted proxy.

Who counts the votes?

Typically an inspector of elections, teller, or a neutral party designated under your bylaws. Many associations use their management company for this.

When do new board members start serving?

Immediately following the election, unless your documents specify otherwise.

Closing Thought

HOA elections allow owners to have a voice in how their community is governed. Whether you participate by attending, submitting a proxy, or putting your name on the ballot, your involvement matters.