HOA Board Nominations: What’s the Right Process?

The board election is a crucial part of running the association. After all, an HOA runs best when the right people are leading it. HOA board nominations mark the start of an election cycle, and it’s important to get it right.

What are HOA Board Nominations?

Gathering nominations is the first thing you should do when it’s time to elect a new set of board members.

The way this is done varies from one community to the next, although they do follow similar HOA board nomination processes. Typically, the process starts a few months before the elections. Residents receive a notification that the period for board nominations is open.

To keep things running smoothly, your community needs clear rules for this process. Having them easily helps avoid any confusion and mishaps during the election process.

What Do the Governing Documents Say?

Usually, your HOA’s nomination requirements and procedures are outlined in your governing documents. Therefore, before starting anything, you need to check them.

The typical requirements include the following:

• Who is allowed to run for the board (usually homeowners in good standing)
• How long does the nomination period last
• How many board positions are open
• How votes will be collected and counted

While the governing documents should be your primary guide, it is also advisable to check for local laws that may impact the process. In some states, legislation governs the process of conducting HOA board nominations.

How to Announce the Nomination Period

To suggest the right person for the job, homeowners need plenty of time to prepare. That’s why the board or the HOA manager should send out a clear announcement before the nomination window opens.

This announcement needs to include the following pieces of information:

• The dates when the nomination period starts and ends
• Ways to submit a nomination
• Candidate eligibility
• The number of seats available for the elections

The announcement of the nomination period is also a great time to encourage resident participation. Many homeowners believe they’re unqualified or that the board is already full. By providing key pieces of information and sending them out in a friendly way, you may also find that you’re helping increase HOA candidate nomination turnout.

Submission of HOA Board Nominations

Once the nomination period opens, homeowners can submit their names or nominate someone else (with their permission). Some HOAs require written consent if a homeowner is nominated by someone other than themselves.

The nomination form usually asks for:

• The candidate’s name
• Their property address
• A short statement about why they want to serve

In some cases, candidates submit a bio or a list of qualifications to help homeowners make informed decisions during the election.

Checking Candidate Eligibility

After the nominations are in, the board or management company will review the forms to confirm candidate eligibility. Most HOAs require them to:

• Be homeowners (not renters)
• Be in good standing with no overdue fees or fines
• Meet any other qualifications indicated in the bylaws

This step ensures that the HOA board nomination process is fair and consistent. If someone is disqualified, the board should provide a written explanation for the decision.

Creating the Ballot

Once the final list of candidates is ready, it’s time to prepare the election materials. This usually includes:

• A ballot with all the candidates’ names
• Candidate statements or bios (if provided)
• Instructions for voting

There are scenarios when the number of qualified candidates matches the number of open seats on the board. When this happens, the HOA may skip the election, provided the governing documents permit it. They are declared elected by acclamation. However, if there are more candidates than positions, the community will proceed with a vote.

Sending Out the Ballot

The board or management company sends the ballots to homeowners according to the timeline in the governing documents. This can be done by mail, email, or through an online voting system if the HOA allows it.

Make sure homeowners know:

• The deadline for voting
• How to submit the ballot
• When and where will the results be announced

Good communication is key. Homeowners should feel confident that their votes will be counted correctly.

Counting the Votes

On election day, or once the voting period ends, the ballots are collected and counted. Some HOAs use a neutral third party to handle this part of the process. Others appoint an election committee to oversee the count.

Either way, transparency is essential. Some communities invite homeowners to observe the process so they can see that the count is fair.

Once the votes are tallied, the winners are announced. This is usually done during the annual meeting, but the results can also be shared by mail, email, or posted on the HOA’s website.

What Happens After the Election?

After the election, the new board members officially begin their terms. Some HOAs have a transition meeting to help new board members get up to speed. This can include:

• Reviewing the HOA’s budget and financial reports
  Learning about ongoing projects or community issues
• Going over the rules and responsibilities of board service

A smooth transition helps new board members succeed in their roles. It also shows homeowners that the HOA takes the HOA board nomination process seriously.

Tips for a Smooth HOA Board Nomination Process

If you want to improve your community’s HOA board nominations, here are some simple tips:

• Start early. Give homeowners enough time to consider running for the board.
• Be clear. Use plain language in all announcements and nomination forms.
• Encourage participation. Reach out to homeowners directly and invite them to get involved.
• Follow the rules. Stick to your governing documents and any state laws.
• Keep records. Save nomination forms, ballots, and election results in case questions arise later.

When conducted properly, the HOA board nomination process can strengthen your community by introducing new ideas and keeping homeowners actively engaged.

Getting the Process Right

Running a fair and simple HOA board nominations process helps build trust in your community. By following the proper steps and keeping homeowners informed, your HOA can create a smoother election season for everyone.

Looking for help in making sure your HOA elections run smoothly? Let professional HOA managers help you out! Check out our online directory today for your area’s best HOA management companies!

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