The importance of consent in electronic voting for HOAs and Condos
In both HOAs and condos, when electronic voting is introduced, it’s necessary to obtain consent from members. This allows property owners to agree to receive electronic notifications and vote online, as required by law in many regions. Without this consent, electronic voting cannot proceed, which may delay the election or cause legal issues.
The challenges of managing consents in HOAs and Condos
The process of managing consents can be challenging, especially in larger communities. Administrators must send consent forms to owners, who need to sign and return them. Traditionally, this is done on paper, which can be time-consuming and prone to errors, such as lost forms or lack of tracking. It’s essential to keep careful records of who has given consent and who hasn’t.
In Florida, for example, the first election notice must be sent at least 60 days before the annual meeting date, which often coincides with the election. While it’s often suggested to collect consents early to simplify election planning, it’s important to note that there’s no legal requirement to gather all consents by a specific deadline.
Digital solutions to manage consents efficiently
Today, digital solutions make the consent-gathering process easier. These tools allow administrators to send consent forms electronically, so owners can give their consent from any internet-connected device. This eliminates the need for paper forms and speeds up the process. Many platforms also send automatic reminders to owners who haven’t responded, making it easier to track consent without manual follow-up.
With VotingPRO, consent management is seamless and flexible. Homeowners can provide their consent to vote electronically at any time, even on the same day as the election. Our platform automatically enables voters as soon as they give their consent, ensuring they are ready to participate without delays.
Best practices for managing consents
To effectively manage consents, it’s recommended to start the process 5 to 15 days before the deadline for the official election notice. This ensures that all owners have enough time to respond, and prevents delays in the election process due to missing consent. Using digital platforms to automate the sending and tracking of consents can also reduce the administrative workload and the risk of errors.
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