How to Run HOA Elections: A Step-by-Step Guide for Volunteer Boards

Quick reference:

• Start the election timeline at least 60 days before your annual meeting — nominations, ballots, and notice each have their own deadline
• The nomination period, ballot contents, and vote count method must all be documented in writing and consistent with your governing documents
• The secretary records the total votes cast, votes per candidate, and the board's motion to certify results in the official meeting minutes

Running an HOA election for the first time — or the first time without professional management — is one of those tasks that looks straightforward until you're a week out and realize you forgot to open nominations. This guide walks through the full process from start to finish so your board doesn't leave anything to chance.

The Election Timeline

Work backwards from your annual meeting date. Most elections follow a 60-day runway, though your CC&Rs may require more time.

60 days before the meeting: open nominations. Send written notice to all homeowners announcing which seats are up for election and how to submit a nomination. Your governing documents control the exact process, but opening nominations 60 days out gives candidates time to prepare and gives you time to close nominations and prepare ballots before the 30-day notice deadline.

30 days before the meeting: close nominations and send ballots. Once nominations close, prepare the ballot and send it to all homeowners along with the formal meeting notice. If your state or CC&Rs require a combined notice + ballot mailing, this is the deadline that triggers it. Many states — California's Davis-Stirling Act being the most explicit — set specific timelines that may be longer than 30 days. Check your governing documents and state law.

10 days before the meeting: send the meeting notice (if separate from the ballot). Some associations send notice and ballot in one mailing. Others send a separate meeting reminder. Know which approach your documents require.

Meeting day: vote count and certification. Votes are counted, results announced, and the board passes a motion to certify. The new board members take their seats.

Nomination Requirements

Start with your governing documents. Your CC&Rs and bylaws will specify who is eligible to run (typically any homeowner in good standing — no delinquent assessments), whether self-nominations are permitted, and whether a nomination requires a second.

In practice, most volunteer board elections accept self-nominations. A homeowner submits their name in writing during the nomination period, confirms they meet eligibility requirements, and they're on the ballot. Some associations also allow board nominations of candidates who haven't self-nominated, but this should be explicit in your governing documents — don't do it informally.

Consider allowing candidates to submit a brief candidate statement (100–200 words) to accompany the ballot. It helps homeowners make informed choices and increases participation. If you offer it, give all candidates the same word limit and deadline.

Ballot Preparation

The secretary or election committee prepares the ballot, but the key rules are the same regardless of who does it:

• Candidate names must appear in a randomized order, not alphabetical. Randomizing prevents consistent first-position bias. Some states require this explicitly; most best practices recommend it regardless.
• The ballot must clearly state how many seats are being filled and how many votes each homeowner may cast.
• Include a space for write-in candidates unless your governing documents prohibit them.

Printed ballots are standard for in-person meetings. If your governing documents permit electronic voting, HOA voting software can handle ballot distribution, submission, and counting while maintaining a secret ballot. Check your state law before switching to electronic balloting — some states have specific authorization requirements.

Secret ballots are required in many states and are best practice everywhere. A secret ballot means votes cannot be traced back to individual homeowners after submission. If you're counting ballots manually, use a sealed collection box and count in front of witnesses.

Running the Vote

Quorum comes first. Before any votes are cast, confirm that quorum is met — either by in-person attendance or by counting valid proxies. The quorum threshold is in your bylaws. If quorum isn't met, you cannot conduct a valid election. Have a plan for this scenario (typically adjourning to a new date).

Once quorum is confirmed, distribute ballots. For in-person meetings, ballots go to verified homeowners (or their proxy holders) as they check in. For mail-in elections, ballots should have already been sent with the meeting notice.

Proxy voting allows a homeowner to authorize another person to vote on their behalf. Proxy forms must be in writing and submitted before the vote. The proxy holder can vote in person. Keep all proxy forms — they're part of the election record.

If your governing documents or state law require an inspector of elections, appoint one before the meeting. The inspector is a disinterested third party (not a board candidate, not a board member) who oversees ballot distribution, collection, and counting. California requires an inspector for most HOA elections. Other states have similar requirements.

Certifying and Recording Results

After counting is complete, announce the results to the full membership. State the total number of valid ballots cast, the votes each candidate received, and who has been elected.

Then the board passes a motion to certify the election results. This is a formal step — it's not optional. The motion should be made, seconded, voted on, and recorded in the minutes like any other board action.

The minutes must show:

• Total valid ballots cast
• Votes received by each candidate
• Which candidates were elected
• The motion to certify, including vote count (e.g., "Motion to certify election results as presented — 4–0, passed")

Store the original ballots according to your state's document retention requirements. Many states require keeping election records for at least one year. The HOA secretary software your board uses should make it easy to attach election records to the corresponding meeting minutes.

Frequently Asked Questions

Q: Can an HOA election be challenged after the fact?

Yes. Homeowners can challenge election results if they believe the process violated the CC&Rs, bylaws, or state law. Common grounds include failure to provide adequate notice, improper ballot procedures, or counting errors. The challenge process varies by state — some require internal resolution first, others allow direct court filing. Keeping complete, accurate records of every step in your election process is your best defense against a challenge.

Q: What if there aren't enough candidates to fill open seats?

If you have fewer candidates than open seats, those candidates are typically elected by default (no vote required). If you have zero candidates for a seat, your bylaws will specify what happens — usually the existing board appoints someone to fill the vacancy until the next election. Document the situation clearly in your minutes either way.

Q: Does every HOA election require a secret ballot?

Not by statute everywhere, but it is best practice universally and legally required in several states including California. If your CC&Rs or bylaws specify secret ballot procedures, you must follow them regardless of state law. When in doubt, use a secret ballot — it protects the integrity of the process and makes challenges harder to sustain.

Q: Can board members vote in HOA elections?

Board members who are homeowners in the association can vote in HOA elections the same as any other homeowner. Their status as a current board member doesn't disqualify them from casting a ballot. What they should not do is count ballots in which they have a personal interest — that's why an independent inspector of elections matters. If your HOA board software tracks board roles and homeowner status separately, make sure those records are current before the election.