Notices making unit owners aware of the meeting must be sent 10 to 30 days before the meeting. This will be defined in your association’s governing documents. At what meeting does the election of board members occur? Since adopting a new budget typically means an increase to the monthly assessment requirements of your owners, the change can often be met with resistance. Q2. The board may provide unit owners with biographical and background information about the eligible candidates, but they must follow three rules: A7. Lastly, the rule must allow any candidates with the right to be present at the counting of ballots. This is in contrast to a traditional board meeting where the members of the board meet to conduct their normal business. Ballot 3: Unit 2, Vote = Bob The election is only to determine which owners are elected to the Board. Because a resume for nomination to a board is different from a job application, you can keep your resume short … How do we determine the number of board members that we should have? A1-F. No. "I have that situation with a condo now. "The interim president would be whomever the board votes as the president. This is usually accomplished by notifying owners that all candidates need to notify the board by a certain deadline if they wish to be listed on the official candidates list. (Meaning, look in your Bylaws). If there are multiple owners of a unit, how do they vote? If a husband and wife own two units within the same association, however, they could both be elected to the board since they represent more than one unit. In all likelihood the association would need to re-perform the entire process and hold new elections. Board members who refer candidates should be clear that if they are offered a nomination that they are being hired to take a job. A1-B. Let’s imaging each vote is worth 12 points. Or maybe you have to throw out a bum officer. "So an interim position is a misnomer," asserts Gilbert. The proxy form will allow an owner that is unable to attend the annual meeting to document his or her selections and have another person attend the meeting in their place. There are several benefits to having potential Board members complete an application to join the Board, including: In short, you need to make the owners aware of the deadline for submitting candidates to the board about a month ahead of time. For Ballot #1 I will refer to my percentage of ownership table and find that the owner of Unit 5 has a vote worth 31 points. (K.S., via e-mail) A: Unless prohibited by the condominium documents, yes. The number of winners is determined by the number of open board positions. Usually, an interim position is just a replacement position. Can this person be on the board? The use of a proxy can also be disallowed by a rule, but the rule must provide specific alternatives as detailed next. Must complete the Condominium Director Training Program For example, if there are two open board positions, the two candidates receiving the highest number of weighted votes are declared the winners. In short, this rule would outlaw the use of a proxy, but allow owners to submit a completed ballot via mail. A16. An organization’s bylaws will state which committee has responsibility for nominating board members. The IL Condominium Property Act does allow for an association to pass a rule allowing the use of secret ballots whereby the voting ballot is marked only with the percentage of ownership for the unit and the vote itself. A8. (Bob and Stan), Ballot 1: Unit 5, Vote = Stan The honest answer is that nothing bad will likely happen if the Board fails to follow the rules related to elections and many of the other requirements detailed in the IL Condominium Property Act. If a resident is purchasing a unit through an installment contract (contract purchaser) can he or she vote? In every sense, the association president serves as the face of the operation. A5. Best Practices for Getting Your Homeowners Association through Difficult Economic Times, When You Can Serve In More Than One Condo/HOA Officer Position--And Why You Should Avoid It, When to Remove an HOA Board Member From Office--But Not the Board, HOA Leadership Roles and Duties: A Guide to the Positions of President, Vice President, Secretary, Treasurer, and Board Member in Condo and Homeowners Associations, • Owner Actually Speaking At A Regular Board Meeting, • Dispute Resolution re: fraud used to obtain a hand, • Approving Minutes by email before the next meeting, • Reserve Study & Management Company but new BOD. Condo/HOA Board Interim Positions, . It is important that board members have a strong sense of decorum, as they are privy to sensitive information about residents and financial matters. As detailed earlier in this document, all votes are not weighted the same. We know that the total of all units’ percentage of ownership is 100%. For Ballot #5, we find that Unit 1 carries a vote worth 8 points. Ballot 5: Unit 1, Vote = Bob The form of administration of the association shall be described indicating the title of the officers and board of administration and specifying the powers, duties, manner of selection and removal, and compensation, if any, of officers and boards. A14. Plan the interview with the goal of actively engaging the candidate in the interview process. Completed ballots are returned to the election leader where they can be counted and the winner(s) can be determined. What happens if the board does not follow one or more of these rules? Q4. (Presumably 6) Using this method I will simply go through each ballot and keep a tally sheet of the number of “points” earned by each of our two candidates. No matter how good […] A17. If these rules aren’t followed then the actions and decisions made at the meeting may be deemed invalid. Unless the association is using secret ballots (reviewed in the next question) a typical ballot will require the owner to provide their name, unit information (to determine percentage of ownership) and their vote(s). Ballot 4: Unit 3, Vote = Bob In such cases each unit owner has one vote per open seat as detailed earlier in this document. Otherwise the owner must trust the proxy to make decisions on their behalf. Q13. Q8. A13. Just count your points and keep a tally next to each candidate! What notices, if any, must be sent to the unit owners related to this meeting? Sometimes, you can talk to enough homeowners to find someone motivated by responsibility who will sign on for the job. The board of directors for your condominium association must be elected by the process prescribed in Chapter 718, Florida Statutes, and Rule 61B-23.0021, Florida Administrative Code, unless your association has 10 or fewer units and What is cumulative voting? But it's still a placement. (This rule would be in the association’s Rules & Regulations). To help visualize this approach we will use a simple example. It may be a good idea to post a notice in a common area of the property in addition to the mailed notices, but the posting itself only meets the requirement of proper notification for normal board meetings. The table below shows a sample of a 6 unit condo association and the voting points available to each unit based upon its percentage of ownership. That stated, we believe that this is an important step since there is typically a low turnout at most meetings. It only takes a single owner to raise the issue and the Board will be faced with a serious problem. Hello, cheap cable! For Ballot #2, we find that Unit 6 carries a vote worth 23 points. This article is part of an ongoing series in which we'll take your questions from the HOAleader.com discussion forum and get you the answers you need from experts who specialize in association management. This is by no means a complete list of questions, but it should provide anyone with a good understanding of how this process should work. Ballot 6: Unit 4, Vote = Bob. Related to the casting of votes the IL Condominium Property Act states that when there is more than one owner of a unit, if only one of the owners is present at a meeting, he or she is entitled to cast all the votes allocated to that unit. Meetings typically occur once a month, though they can happen more or less frequently. How do you determine the number of board positions that are “open” and need to be filled? If a resident is purchasing a unit through an installment contract (contract purchaser) can he or she vote? Q21. If there are more than one owner of a unit can both of them be on the board at the same time? Normal meeting minutes from board meetings must be maintained for 7 years. Here is the language from the IL Condominium Property Act: ..written notice of any membership meeting shall be mailed or delivered giving members no less than 10 and no more than 30 days notice of the time, place and purpose of such meeting; Q1-D.  Must notices be sent via certified mail with tracking? A1-G. Q1. Or it's considered stepping on toes to appoint someone out of the blue. The owner of each unit has a single vote for each open board position. Boards of directors run condo corporations on behalf of owners: They represent owners. It’s similar to being the CEO of a company. Phone: 773.913.2569 Our experts differ somewhat on what it means when a position is called an interim one. How are the positions assigned to each board member assigned? The Board will elect the officers of the Board, usually four positions (President, VP, Secretary and Treasurer). As noted, yes, if the documents or state law say so. A1. A1-E. No. A19. How do you determine how many board positions are “open” and need to be filled? As part of their responsibilities, directors must: 1. track your condominium’s financial performance. The board must not express a preference in favor of any candidate. A1-A. A6. The IL Condominium Property Act states that for a proxy form to be valid, it must be signed and dated. (A template is available on this site) Remind the owners that having their current contact information will ensure that the board is able to get critical information to them when required. When counting votes I find it easiest to turn each owner’s vote into “points” based upon their percentage of ownership. Executives, whether currently employed or engaged in a job search, can benefit from becoming a member of the board. The most valuable feedback about our service comes from active board members. It is either the buyer or the seller, but cannot be both. Serving on a homeowners association board of directors is a thankless job that often fails to receive the recognition it rightfully deserves. Q1-B. Think beyond preparing a series of questions for the interview. Yes. A15. You must have at least 3 board members; a President, Secretary and Treasurer. A board member can combine two functions. For meetings of the members (The annual meeting included) specific mailed notices are required. Q1-F. Can we post a notice in a common area instead of mailing notices? What information about the candidates can be provided to the unit owners, if any, to assist them in evaluating the options? Here, our experts explain interim positions and how this board might move forward. (Totaling 100%) If a candidate receives a vote from an owner with a percentage of ownership equal to 15% then they will defeat a candidate receiving a vote from an owner with a percentage of ownership equal to 10%. Condo Association Board Elections - how to run a proper annual election, Chicago Recycling Ordinance - A Manager's Review, Public Act 99-849 Makes it Easier for Boards to Approve a Loan, Chicago code related to keeping hallways, stairs and exit pathways free of items, Air Rights: Ability to trim trees that cross property lines. If a ballot has all three votes applied towards Stan, for example, we will figure out how much each of the owner’s votes are worth by checking the percentage of ownership chart for the unit. Q17. If cumulative voting is allowed, an owner may elect to pool his or her votes and apply some or all of them to a single candidate. Each officer has specific duties and responsibilities related to the operation of the association. What should happen to the ballots that are collected? Let’s first define what an installment contract is. Purchase of a home or lot often brings with it mandatory membership in an association which then provides the structure for operation and management of the residential development. This means that if you have a 3-member board, at least one spot must be open each year. Q19. What Does the HOA Board President Do? Hello and welcome to our blog. This board can say they're making this appointment temporarily until the next election. "Owners can sometimes think that's no good. A ballot is simply a tool given to a unit owner to document his or her vote(s). The Rules for Appointing Members to Your HOA Board of Directors; What to Consider When You Appoint a New HOA Director; 4 Tips; HOA Leadership Roles and Duties: A Guide to the Positions of President, Vice President, Secretary, Treasurer, and Board Member in Condo … Ballot 2: Unit 6, Vote = Stan But if the annual meeting and election are two or three months away, I don't know that you need to fill those vacancies. Can we post a notice in a common area instead of mailing notices? If a candidate requests a list of all owners so that he or she can lobby for their votes, must the Board provide this information? A1-H. We get asked this question all the time. Meaning, some owner’s votes are worth more, or are more impactful, than others. None of the other board members would accept the treasurer's position, and our president now has a dual role. Is the use of a proxy always allowed? Yes, we should probably appoint three people to serve in the interim. Must this board act? "Do we need to assign one of our current members as interim president and interim vice president to be legal? This deadline can be no more than 7 days before the ballots are mailed to the unit owners. 4. Address: 3047 N Lincoln Ave #400, Chicago, 60657 If a candidate requests a list of all owners so that he or she can lobby for their votes, must the Board provide this information? Let’s assume that there is one open board position for this association’s election with two candidates, Bob and Stan. Q:I live in a 30-unit condo, subject to condo documents and rules. If cumulative voting is not allowed, each owner must cast a single vote for three different candidates. I will now mark down “+8” next to Bob’s name. Q20. This may be the governance committee, a board development committee, or both of them combined. The ballots and a meeting notices must be mailed out 10 – 30 days before the date of the election. The Act requires that the rule also have a documented method used to verify the status of the unit owner issuing a proxy or casting a ballot. Each owner is given a ballot where he or she will write their name, percentage of ownership and how they would like to cast their votes. Lastly, unless specifically stated otherwise on the proxy form, no proxy is valid for longer than 11 months. Condo/HOA Board Interim Positions, . 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