How to run a club or HOA election

A fair election does three things: it follows written rules, it records who was eligible and who voted, and it counts and announces the result in a way every member can check. The steps below work for a sports club, a hobby group, a residents’ association or an HOA board. The details differ, so the first step is always the governing documents.

1. Read the governing documents

Find the rules for elections, terms, nominations, notice, proxies and quorum in your bylaws or constitution. Many groups also have a rule that sets who can vote, such as paid-up members only. If your group is an HOA, your state’s statute and your association’s declaration may set rules as well. Write down what applies, so the rules are fixed before you start.

2. Set a timeline and tell everyone

Publish the dates for nominations, voting and the result, and give members enough time to take part. Student and club guides often suggest about a week for nominations and a week for voting, but your bylaws may set a longer notice period. Announce the dates in writing, in the same place every time, so no one can say they did not know.

3. Appoint a neutral returning officer

Choose someone who is not standing for a seat to run the election. They receive nominations, check that candidates are eligible, keep the voter list, run the ballot and count the votes. Two people checking the count is better than one.

4. Confirm eligibility and quorum

Make a list of who may vote. Check whether the election needs a quorum, and whether the meeting that elects the board has one. The quorum guide explains the default rule and how to check the numbers.

5. Run nominations

Open nominations in writing, state how a nomination is accepted, and close them on a stated date. Confirm each candidate accepts, and publish the final list. If nominations are taken from the floor at a meeting, record each one in the minutes.

6. Hold the vote

Pick a method that matches your rules. An in-person paper ballot is the most traditional, and it is easy to keep secret. An online form is quicker, and it works well for a short list with a clear deadline. Whatever the method, make sure each eligible person can vote once and that the choice stays private if your rules require a secret ballot.

For a single winner, a plurality or majority count may apply, and the rule is set by your bylaws. For a ranked method, see ranked choice voting explained, and for the thresholds, see plurality vs majority vs supermajority.

7. Count, record and announce

Count the ballots in front of at least two people, write down the totals, and keep the ballots until any objection period has passed. Announce the result to all members in the same form you used for the dates. Record the result in the minutes with the rule that applied.

A simple checklist

• Governing documents read, and the rules you will follow are written down
• Dates published, with the notice period your bylaws require
• A neutral returning officer appointed
• Eligible voters listed, and quorum checked
• Nominations closed and candidates confirmed
• Vote held by a method your rules allow, with each person voting once
• Count checked by two people, result announced, minutes recorded

Using Votense for a poll or a ballot

Votense can run a poll or a survey with one vote per browser by default, and its results page can show the counts. It is suited to a straw poll, a choice of date or a question put to members. Check whether your rules allow an online ballot before you use it for an official election. The poll maker makes a poll in a few steps.