Preparing early for your association's annual elections is crucial to ensure everything runs smoothly, legally, and in alignment with the community's needs. As a CAM, working with an attorney is essential for drafting, providing the quorum requirements, understanding the deadlines for each notice, and sending out election notices compliant with the governing documents and state laws. However, it's just as important to understand the unique aspects of your association, like its size, complexity, and resident demographics. These factors can significantly impact how you plan and execute the election.

One key element to focus on is making sure your resident database is up-to-date. Do you have accurate contact information for all owners? Are there any recent transfers of ownership that need to be reflected? This step might seem minor, but avoiding confusion and ensuring that only eligible voters are involved is critical. The larger the association, the more complex this task becomes, so attention to detail and collaboration with your management team are vital.

Another consideration is whether to hire an election monitor. This is highly recommended, especially for larger or more complex associations, as it ensures transparency and impartiality. Having an independent third party oversee the election process can build trust with residents and mitigate concerns over fairness or bias.

Beyond the legalities and logistics, you'll also need to consider the resident experience. What kind of support will you need from your management team or committees? Will you offer anything for the residents, such as refreshments, small giveaways, or a welcoming environment? More importantly, this is an excellent opportunity to engage your community by presenting what's been accomplished over the past year and outlining the vision for the future. This is especially helpful if the same board is seeking reelection, as it provides a clear roadmap for residents to see the value of continuity.

Another significant component is the move toward electronic voting and virtual meetings. If your association still needs to adopt electronic voting, now may be the time to explore this option. Electronic voting simplifies the process, reduces the time spent on manual ballot counting, and increases participation by making it more convenient for residents to vote from anywhere. Transitioning to this method can also cut down on paper usage, reduce mailing costs, and make election day less stressful for everyone involved. Many associations have found that moving toward virtual meetings and electronic processes also fosters greater engagement, especially for owners who may not reside locally.

Of course, adopting electronic voting requires proper planning. You'll need to ensure your documents allow for it and educate residents on how to use the system. The earlier you start these preparations, the smoother the transition will be.

In conclusion, preparing for your association's elections involves many moving parts—from legal compliance to resident engagement. By starting early, working closely with an attorney, ensuring your resident data is accurate, considering an election monitor, and exploring the benefits of electronic voting, you'll set your association up for a seamless election experience that fosters trust and participation.