With board elections approaching fast, time is running out. If your elections are scheduled for December, you have until the end of October to start planning. Timely preparation for online elections in your HOA or Condo is essential to ensure a smooth process, meet legal and technical requirements, and avoid any potential issues. Don’t let time slip away—every detail matters to make sure everything is in place and deadlines are met without problems.
When Should You Start Preparing? It Depends on Your Situation
Preparing for an online election in HOAs and Condos can vary significantly depending on several factors. Here’s a breakdown of the most common scenarios and the time needed for each:
1. You Already Have Consent to Send Notices and Vote Online If your HOA has already gathered member consent for electronic communications and online voting, you’re in a great position. Even so, it’s necessary to start preparing at least 20 days before the scheduled date. For example, if the elections are in December, you should start preparing by mid-November to ensure everything is ready on time. This allows you to meet deadlines, like sending the official notice 14 days before the election.
2. You Don’t Have Consent Yet: Allow 30 to 40 Days in Advance If you haven’t gathered the necessary consents, the process will take longer. You’ll need to add 15 extra days to obtain these consents before sending the election notice. For instance, if the elections are in December, you should start preparing by mid-to-late October to get everything in order before the election.
3. Want to Implement Biometrics? Add 15 Extra Days Implementing biometrics, while adding an extra layer of security, requires more time. If you already have consents for communication and online voting but want to add biometric authentication, you should start 30 days before the election. If the elections are in December, this means you should start in early November. If you also need to gather consents, this time extends to 45 days before, so you should begin in mid-October.
What About Condos? It’s a Different Story
For condos in Florida, the law is even stricter. You must send a first notice of the election date at least 60 days before. Then, you must send a second notice between 14 and 34 days before the election, along with the ballots. If you also need to obtain consents for electronic communications and online voting, these timelines extend considerably. In these cases, if your elections are in December, you should start the process around early September to ensure compliance with all legal requirements and proper preparation.
Don’t Leave Anything to Chance: Preparation Is Key
As you can see, time plays a crucial role in planning online elections. Waiting until the last minute is not an option if you want to ensure a smooth and compliant election. Whether you’re in an HOA or a condo, it’s vital to start preparing early enough to meet all legal and technical requirements.
Preparing well in advance not only ensures legal compliance but also minimizes the risk of errors and increases member participation. Don’t let a lack of time prevent you from running a successful election!