How Are HOA Board Members Elected?

For homeowners living in a community governed by Homeowners’ Associations (HOA), the board of directors plays a central role. These individuals are responsible for making decisions that impact everything from landscaping and amenities to finances and rule enforcement.

But how do these individuals get their positions through board elections in the first place? No matter if you’re curious about your HOA’s leadership, thinking of running for the board of directors yourself, or want to ensure fair representation, understanding the election process is key.

In this article, we’ll walk through how HOA board members are elected in community associations, what your rights are as a homeowner, and how Kuester Management Group helps ensure the process is smooth, compliant, and transparent while providing expert HOA management in Charlotte, Huntersville NC, Wilmington NC, Myrtle Beach SC, and Fort Mill SC.

Who Can Run in HOA Elections?

Board eligibility and election rules varies from one community to the next, but most Homeowners’ Associations have rules outlined in their bylaws or Covenants, Conditions & Restrictions (CC&Rs) that specify who can serve. Here are typical qualifications:

• Must be a property owner: Most HOAs restrict board service to homeowners, not renters.
• Must be in good standing: That typically means being current on HOA dues and not having outstanding violations.
• May have residency requirements: Some communities require the board member to live in the property full-time.
• One per household or unit: Some HOAs limit board participation to one member per property to ensure diverse representation.

If you’re unsure whether you’re eligible to run in a board election, your HOA’s governing documents will outline the specifics–or you can work with an HOA management company like Kuester to help interpret those rules.

How Are HOA Board Members Elected?

While the specifics of election rules can vary by state and community, most HOA elections follow common step-by-step voting methods and election processes designed to ensure fairness and homeowner participation. Here’s how it typically works:

Notice of Election

Homeowners are notified in advance that an election is coming up. This notice includes:

• The date and location of the meeting
• The number of open HOA board seats
• The deadline for nominations

This is typically sent out 15–60 days in advance, depending on your HOA’s bylaws, governing documents, and applicable state laws.

Nomination Procedure

Candidates are either nominated by a committee, through self-nomination, or by a fellow homeowner. All nominations are usually submitted in writing by a specified deadline.

Candidate Statements

Most HOAs allow (or require) qualified candidates to submit a short bio or candidate qualification statement that outlines their background and vision for the community. These are distributed to homeowners before the election to inform voting decisions.

Ballots Are Sent Out

Once nominations close, ballots are distributed to all eligible voters (usually property owners). Depending on the governing documents, this can be done via:

• Mail
• Email (if electronic voting is permitted)
• Hand-delivery
• Online voting platforms

Quorum Requirements

For the election to be valid, a certain percentage of homeowners–called a quorum–must participate. The required quorum is typically 10% to 50%, depending on the community.

If quorum isn’t reached, the board may need to hold a new election or follow alternate procedures as outlined in the bylaws.

Voting Takes Place

Homeowners cast their votes either in advance (via absentee or proxy voting) or during the annual meeting. Voting may be confidential, particularly when paper ballots or third-party election inspectors are used.

Votes Are Counted and Announced

Votes are tallied–either by a designated inspector of elections, the board, or the HOA management company–and the results are announced to the community.

Can a Homeowner Vote in HOA Elections?

Yes, most homeowners have the right to vote in board elections. However, voting rights are usually tied to ownership, so tenants or renters typically do not have voting privileges.

Here are a few key things to know:

• One vote per lot/unit is common, regardless of how many people live there.
• Some HOAs may allow weighted voting based on property size or other factors (though this is less common).
• If there are multiple owners on the deed, only one vote is typically permitted per household.

How Often Are Elections Held?

The frequency of elections depends on:

• The term lengths established in your HOA’s bylaws (commonly one to three years).
• Whether seats are staggered, meaning not all board members are elected at once.

Elections are usually held yearly during the HOA’s annual meeting, but special elections can occur if a board member resigns or is removed mid-term.

What Happens if There Aren’t Enough Candidates?

It’s not uncommon for HOAs to struggle with low participation in elections. If there aren’t enough qualified candidates to fill open positions, the board may:

• Appoint new board members to fill vacant seats until the next election.
• Operate with a smaller board (within legal limits).
• Reopen nominations or hold another election.

Kuester Management Group can assist HOAs in these situations by helping promote engagement, ensuring the election complies with legal requirements, and facilitating a fair process for filling vacancies.

Are Proxy Votes Allowed?

Yes, many HOAs allow proxy voting, which means one homeowner can authorize another to vote on their behalf. This is especially useful when the homeowner can’t attend the election meeting.

However, proxy use must be:

• Permitted by the HOA’s governing documents.
• Properly documented with signed proxy forms.
• Submitted within the deadline.

Some states place restrictions on proxies or encourage the use of absentee ballots instead, so it’s important to follow legal and bylaw-specific procedures.

How Kuester Management Group Helps Ensure Fair and Transparent Elections

HOA elections are critical to the health and function of a community, but they can also be complex. That’s why many associations in North Carolina and South Carolina turn to Kuester Management Group to help manage the process.

Here’s how we support fair and effective elections:

• Review and interpret governing documents to ensure elections are held in accordance with bylaws and state law.
• Facilitate the entire process from nomination procedures to vote counting.
• Ensure proper notice and documentation to avoid legal missteps.
• Coordinate electronic voting or ballot distribution for increased participation.
• Serve as a neutral third-party to reduce conflict and improve transparency.
• Promote homeowner engagement through education and communication.

Ultimately, our team is passionate about helping help boards and homeowners build stronger, more engaged communities.

Need Help Managing Your HOA’s Election Process or Improving Community Association Governance?

Running fair, transparent, and legally compliant HOA board elections can be a challenge, especially for volunteer boards already juggling day-to-day community responsibilities. From understanding your governing documents to ensuring proper voting methods and communication, managing ballots, and encouraging homeowner participation, every step matters when it comes to electing the right leadership for your community.

That’s where Kuester Management Group comes in.

With decades of experience supporting Homeowners’ Associations throughout North Carolina and South Carolina, we provide comprehensive board election management services tailored to your community’s unique needs.

It doesn’t matter if you need help interpreting your HOA bylaws, coordinating voting procedures, verifying votes, or simply encouraging more engagement from your residents, our expert team is here to guide you every step of the way.

Let us help you build a stronger, more transparent, and better-led community.

Contact Kuester Management Group today to learn how we can support your next board election, improve board transitions, and bring peace of mind to your HOA operations.

Reach out today to schedule a consultation or call us directly to get started.