A Step-by-Step Guide to Conducting Condo and HOA Board Elections

Elections are the backbone of any well-functioning condo or HOA board. When done correctly, they help establish trust and ensure that the community is fairly represented. In Florida, condo and HOA board elections are governed by strict guidelines, and a well-organized election process is essential for compliance and community harmony. In this post, we’ll walk you through the essential steps needed to run an efficient, transparent, and legally compliant board election.

Step 1: Review Your Governing Documents
Before setting election dates, it's crucial to review your association’s governing documents. These include the bylaws and declarations that outline election procedures specific to your community. Florida state law provides the framework, but your documents may contain additional requirements regarding timelines, candidate eligibility, or voting methods.

Step 2: Establish Election Dates and Send Notices
Florida law mandates that notice of the annual election must be sent to all unit owners at least 60 days in advance. This notice should include information about the election date, time, location (or Zoom details), and the process for submitting nominations. Proper notice is crucial to avoid legal disputes later on.

Step 3: Verify Candidate Eligibility
Ensure that all nominees meet the eligibility requirements as set forth by your community’s bylaws and Florida statutes. For example, Florida law requires that candidates must not be delinquent in association dues or have felony convictions unless their rights have been restored for at least five years.

Step 4: Prepare the Ballots
Ballots must be anonymous to protect voter privacy. Prepare ballots listing eligible candidates and ensure they are distributed in compliance with Florida’s legal requirements, either by mail or electronically, depending on your community's election methods. Make sure you have a secure method in place for collecting completed ballots.

Step 5: Facilitate Voting
In-person voting is common, but many associations now use electronic voting platforms. Florida law allows for electronic voting, provided the association has approved it and meets certain requirements such as ensuring the system is secure and anonymous. Make sure your community understands all options.

Step 6: Count the Ballots and Certify Results
Ballots should be counted by neutral third parties or election committees to avoid conflicts of interest. After the votes are tallied, the results must be certified by the board and the association. Be sure to retain ballots for at least one year, as required by Florida law, in case of any disputes.

Conclusion:
Conducting condo and HOA elections can be straightforward if you follow the rules and stay organized. Need help with election management or compliance? Contact us today for expert guidance to ensure a smooth election process for your community.