Preparing for a Successful Association Election: Key Tips for CAMs and Boards

Annual elections are one of the most important events for any community association. For Community Association Managers (CAMs) and board members, early preparation is essential to ensure the process runs smoothly and legally and meets the community’s needs. By collaborating with an attorney, you can navigate everything from drafting notices and meeting quorum requirements to sending out election materials that comply with your governing documents and state laws. But to achieve a truly successful election, it’s important to consider your association's unique factors, such as its size, complexity, and resident demographics.

1.?Ensure Your Resident Database is Up-to-Date

Maintaining an accurate?resident database?is critical. Do you have the most current contact information for all owners? Have any ownership changes been reflected in your records? Though seemingly minor, these details can have a big impact on ensuring that only eligible voters participate. This process can be more complex for larger associations, so attention to detail and teamwork with your management company is key.

2.?Hire an Election Monitor for Transparency

Hiring an?election monitor?is highly recommended, particularly for large or complex associations. An independent third party overseeing the election process can build trust, enhance transparency, and alleviate concerns over fairness or bias. This impartial oversight is essential to ensuring a smooth and trusted process.

3.?Create a Positive Resident Experience

Beyond legal and logistical elements, think about the?resident experience?during elections. Will there be refreshments, giveaways, or a welcoming environment? Elections can be a perfect opportunity to engage the community by highlighting what’s been accomplished over the past year and sharing the board’s vision for the future. This can be particularly valuable if the current board is seeking re-election.

4.?Adopt Electronic Voting for Increased Participation

If your association hasn’t yet moved to?electronic voting, now may be the time to consider it. Electronic voting simplifies the election process, reduces manual ballot counting, and increases participation, especially for residents who may not live on-site. This method also reduces mailing costs, paper waste, and the time spent managing ballots.

5.?Plan for Virtual Meetings

Virtual meetings are becoming increasingly popular for community associations. Virtual options make it easier for residents to participate, no matter where they are. With electronic voting, virtual meetings can improve engagement, streamline the election process, and create more inclusive participation.

Let Affinity Help with Your Election Needs

Successfully preparing for your association’s elections involves many steps, from legal compliance to resident engagement and technological upgrades like electronic voting. The earlier you begin, the smoother the process will be. At?Affinity Management Services, we specialize in guiding community associations through complex election processes to ensure transparency, legal compliance, and resident satisfaction.