Homeowners’ associations (HOAs) depend on voting and elections to maintain smooth operations, give residents a voice, and create a vibrant neighborhood. Critical to success, residents should get involved in elections and cast votes to influence the future of their communities.  

As technology continues to transform the HOA landscape, many communities are adopting digital voting solutions to boost engagement and refine election processes. Read on to learn more about digital voting for HOAs and how to get the most out of TownSq’s Digital Voting feature.  

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What Is Digital Voting for HOAs?

Traditionally, HOA elections have been conducted in person, with residents marking their selections on paper ballots. Digital voting allows HOA residents to cast their votes electronically through a secure platform. This modern approach to a conventional practice is not only convenient and cost-effective; it encourages participation, making it easier for residents to actively engage in the decisions that shape their quality of life.

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Can My HOA Use Digital Voting?

While many states permit and encourage digital voting, check your association’s governing documents and relevant laws before proceeding. For example, California recently passed a bill that allows HOAs to conduct an election by electronic secret ballot, but there are restrictions regarding voting topics, notices, communications, and more. As always, consult legal counsel for further assistance if needed.  

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Benefits of Digital Voting for HOAs

Voting is a key part of the community living experience, but all too often, in-person elections and paper ballots can negatively impact participation, hinder progress, limit transparency, and increase overhead. By leveraging a digital voting platform, voters and administrators can enjoy benefits like:

• Lowered costs. Tech-enabled voting reduces printing and mailing fees and other expenses associated with hosting in-person elections.
• Greater participation. The ability to vote from anywhere on smartphones or computers generates higher turnout rates.  
• Enhanced voter confidence. The opportunity for anonymity makes participants more comfortable and willing to vote.
• Saved time. Automatic digital tallying eliminates the time-consuming task of manually counting ballots.
• Increased transparency. Conveniently and quickly sharing election data fosters trust and confidence in results.
• Fewer mistakes. Secure, automated processes and workflows minimize result-altering risks and human errors, like lost ballots and miscounted votes.

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Best Digital Voting Software for HOAs

TownSq, the leading comprehensive software for HOA residents, board members, community managers, and management companies, makes digital voting easier than ever. Our dedicated Digital Voting feature delivers a fresh mobile experience for major HOA voting events. With hassle-free set-up and flexible customization, residents can cast their ballots electronically, and administrators can:  

• Access real-time data reporting
• Track voting progress
• Set specific voting time frames
• Upload required voting documents
• Provide unlimited questions
• Share results with residents or keep them confidential
• View votes by unit fractions
• Generate detailed reports in XLS or PDF format
• Send reminders

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How to Get the Most Out of TownSq’s Digital Voting Feature

TownSq’s Digital Voting feature can take elections to the next level. Following these expert tips will ensure the best experience for your HOA:

1.    Create ballots early.

Never wait until the last minute to make ballots. Create your ballot in advance, allowing residents to view information and ask questions beforehand. When voters know what to expect, they’ll be better prepared when the voting window opens.

2.    Post announcements.

Communication is critical to the success of your election. Boards should communicate dates, ballot topics, instructions, and other need-to-know information well and often to encourage participation and efficiency. You can use announcements to inform owners that voting will be held in TownSq and send email and push notifications when a voting opens, during the voting period, and before the voting closes.

3.    Consolidate ballot items.

From board officers to budgets, your HOA may have multiple initiatives that need to be addressed in an election. If your community has several items to vote on, add them all to one ballot to streamline the process. You can add one or multiple questions to a ballot, and each question can have a title and description, as well as a document, image, or video attachment to provide thorough context and minimize confusion.

4.    Offer “secret” ballots.

Your community may be able to use our secret ballot functionality, which allows residents to submit their votes anonymously. Admins can see the status during the voting stage (how many votes and the percentage of votes) and download the results; however, the selections aren’t visible. Communities that use this enhancement will likely experience an uptick in vote volume and resident participation.

5.    Track real-time voting progress.

Per your governing documents and state laws, HOAs must meet a quorum to conduct official business, like an election. The minimum number of members required to participate or be present, a quorum confirms the general interest of a community is represented. During your voting event, monitor progress to confirm quorum is met or close to being met. If quorum isn’t achieved, votes will be invalid, and the election may need to be rescheduled. If necessary, admins can extend the voting period to guarantee quorum is reached.

6.    Share results immediately.

After the voting window closes, admins can generate reports with voting details. The PDF report compiles voting information that can be made public to the community, including winner options, percentages, and unit participants. To promote visibility and integrity, aim to share the results with residents as soon as possible.

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Revolutionize HOA Voting with TownSq

Digital Voting has many benefits, including reduced costs and increased participation. With its user-friendly web and mobile app, TownSq’s Digital Voting feature simplifies major voting events, making them non-events. Want to learn more about the industry’s best and most competitively priced digital voting solution? Click here to request a free personalized demo!

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