top of page
Search

Electronic Voting for In-Person HOA Meetings

Updated: 6 days ago

Electronic voting has become more common in community associations, especially for elections and owner approval votes. A common question boards and managers ask is whether electronic voting can be used when an in-person meeting is still being held.


In many states, the answer is yes — as long as statutory requirements and governing documents are followed.



Meetings and Voting Methods Are Distinct


One of the most important things to understand is the difference between the meeting and the voting method.


  • Meeting format refers to how owners attend — in person, virtually, or in a hybrid format.

  • Voting method refers to how votes are cast — by paper ballot, electronic vote, or proxy.


In many states, associations may hold an in-person meeting while also allowing owners to vote electronically for that meeting, either before it takes place or while it is underway.


What Is Electronic Voting?


Electronic voting allows owners to submit votes through an online or electronic system instead of using paper ballots.


It is commonly used for:


  • Board elections

  • Amendments to governing documents

  • Budget approvals and special assessments

  • Other matters that require member approval


Electronic voting does not eliminate the need for meetings or formal notice. Associations must still:


  • Provide proper notice

  • Establish quorum

  • Hold a meeting where required

  • Maintain election records



How Electronic Voting Fits Into an In-Person Meeting


When permitted, electronic voting is typically integrated into in-person meetings in the following ways:


Pre-Meeting Voting

Owners receive a secure link and can vote electronically before the meeting. Votes cast in advance typically count toward quorum, even if the owner does not attend the meeting in person.


Live Voting at the Meeting

Owners who attend the meeting in person may vote electronically during the meeting or submit a paper ballot, depending on the association’s process. This flexibility helps ensure that more owners can participate.


Faster, More Accurate Results

Electronic votes are recorded instantly, reducing the risk of errors and speeding up results. For larger associations, this can eliminate the need for time-consuming manual ballot counting.


How This Works in Different States


Electronic voting is permitted in a growing number of U.S. jurisdictions. Currently, 32 states allow some form of electronic voting for community associations, according to the Community Associations Institute (CAI) and its state-by-state overview of electronic voting statutes.


While the details vary by state, many laws allow associations to use electronic voting for in-person meetings, provided statutory requirements and governing documents are followed.


California

California HOA elections are governed by the Davis-Stirling Common Interest Development Act and require strict secret ballot procedures.


As of January 1, 2025:

  • HOAs may adopt rules allowing electronic secret ballots

  • Elections may be conducted by paper ballot, electronic ballot, or both

  • An independent Inspector of Elections must oversee the process

  • Ballots are counted at a properly noticed open meeting

  • Each ballot received counts toward quorum


What this means:

California HOAs may combine in-person meetings with electronic voting when statutory election requirements are met.


Florida

Florida statutes expressly authorize electronic voting for both condominium and homeowners’ associations.


Requirements include:

  • Board authorization

  • Owner consent

  • Secure systems that authenticate voters and preserve ballot integrity


Electronic voters are counted toward quorum.


What this means:


Florida associations may use electronic voting alongside in-person meetings, provided statutory safeguards are followed.


The Bottom Line


In many U.S. states, electronic voting may be used alongside in-person meetings, depending on state law and an association’s governing documents. Boards and managers should review:


  • That electronic voting is permitted by statute

  • Whether owner consent is required

  • Whether secret ballot or oversight rules apply

  • Whether governing documents place any limits on voting or meeting formats


When used appropriately, electronic voting can complement in-person meetings and help support participation while maintaining compliance.



Planning electronic voting for your next HOA meeting?

Learn how CondoVoter can help.



bottom of page