Homeowners’ Associations (HOAs) often struggle with organizing elections. Logistical hurdles and meeting quorum requirements can delay decisions, increase costs, and frustrate homeowners.
What Is Quorum & Why It Matters
Quorum is the minimum number of homeowners required (in person, by proxy, or via ballot) to validate a meeting. Without it, the association cannot vote on budgets, elect directors, or amend governing documents. This often results in postponed meetings and operational gridlock
Effective Strategies to Achieve Quorum
1. Use Proxy Voting – Now Easier with Online Submission
Allow homeowners to appoint someone to vote on their behalf, which counts toward quorum only when submitted. The real game-changer? Letting owners submit and manage their proxies online not only simplifies the process but also significantly boosts submission rates and quorum achievement.
By offering a secure online proxy option, HOAs can make proxy voting more accessible, transparent, and efficient—helping more owners participate even when they can’t attend in person.
2. Send timely reminders to vote
VotingPRO published news that sending well‑timed reminders can boost voter participation by up to 37%. The research suggests that this strategy can significantly increase quorum, making it an effective tool for improving election turnout. Check out the full article for more details.
3. Boost Owner Engagement by Publishing Candidate Bios Early & Hosting Online Forums
Encourage HOAs to publish candidate profiles—including bios, goals, and experience—well ahead of the election. This gives homeowners time to get acquainted and fosters informed voting decisions. To deepen engagement:
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Post candidate bios and statements early: Offer detailed information and even video introductions so homeowners can learn who they’re voting for and why.
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Create online Q&A forums or virtual meet-the-candidate sessions: These can be hosted via Zoom or community portals, giving residents direct interaction with candidates.
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Make content accessible afterward: Record sessions, save chat threads, and post them on the HOA portal so absentee homeowners can review at their convenience.
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Send automated alerts to homeowners when new bios are published or forums go live—ideally integrated into your voting platform.
By enabling early access to candidate info and interactive forums, HOAs build transparency, trust, and a stronger connection with homeowners—leading to higher turnout, greater awareness, and a more engaged community.
Best Practices for Transparent & Efficient Elections
According to CAI’s Meetings & Elections Guide, the following steps enhance election integrity:
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Clear notifications: Issue meeting notices 30–45 days ahead.
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Flexible voting: Offer in‑person, mail, electronic, and proxy options.
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Secure procedures: Use secret ballots, signed outer envelopes, and supervised counting.
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Accurate recordkeeping: Maintain attendance, proxies, ballots, minutes, and results for at least 10 years.
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Conflict resolution: Define clear procedures for voter disputes or contesting results.
Technology as a Modern Ally
Adopting electronic voting platforms can simplify processes, reduce errors, and improve voter engagement. Tools like VotingPRO deliver secure online voting, real-time quorum tracking, and reminders — all designed to boost participation without increasing administrative burden.
Helpful Resources
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CAI – How to Reach a Quorum Through Proxies – Guidance on using proxies effectively. Read article here.
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CAI – What Is a Quorum and Why It Matters – Explains legal and operational implications. Read article here.
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VotingPRO – Boost Quorum engaging owners – When homeowners feel like they know the candidates and understand their ideas, they’re much more motivated to vote. Read article here.