Frequently Asked Questions
GENERAL ELECTION QUESTIONS
How do I obtain a replacement ballot?
Please complete the affidavit on this website under the "Need A Replacement Ballot?" tab. Be sure to include the name of your association as well as the address where you would like your replacement ballot mailed.
I forgot to sign my ballot. How can I fix it?
Please complete the affidavit of authenticity on this website under the "Correcting A Return Envelope" tab. Be sure to include the name of your association as well as the address where you would like your replacement ballot mailed.
Why do I have two envelopes with my ballot packet?
California Civil Code §5115 requires the use of a double-envelope system to help ensure that your ballot and voting choices remain confidential.
Where can I drop off my completed ballot?
Hand-delivery of ballots is permitted at the meeting where the ballots will be opened and counted. Please note, due to the pandemic, some associations are not meeting in person. If this is the case for your association, please contact us for alternate means to hand-deliver your ballot.
I mailed my ballot, but I want to change my vote. How can I do that?
Once a secret ballot is received by the Inspector of Elections, it is irrevocable per California Civil Code §5120 and cannot be changed for any reason whatsoever.
What is a proxy and how does it work?
A proxy is a written statement that authorizes another member in your community to vote on your behalf. There are two kinds of proxies:
(1) A directed proxy tells your representative how to vote on your behalf;
(2) A non-directed proxy lets your representative vote in your best interest as s/he sees fit.
What information do I need to include in my proxy?
(1) Proxy-holders must be members of the community; (2)All proxies must be signed and dated by the party giving the proxy; (3) For directed proxies only, all voting instructions must be on a separate page; (4) Proxies do not replace ballots - the proxy-holder must complete an official ballot in order to vote in the election; (5) Proxies may also be used for quorum purposes only; (6) Not all associations permit the use of proxies.
For more information on proxies, please refer to California Corporation Code §7613.
Proxyholders must submit proxies to the Inspector of Elections prior to close of polls.
How do I know if I'm eligible to run as a candidate for the Board of Directors in my community?
HOA Ballot Professionals does not determine the eligibility of any candidate to run in an election.
For candidate qualifications specific to your community, please refer to the Association's bylaws and/or election rules. If your community is professionally managed, your managing agent and/or designated Board Member should be able to help you as well.
Where do I send my self-nomination form and candidate paperwork?
Please send all completed paperwork to Info@HOABallotPros.com. We will acknowledge receipt of your submission.
How do I know that my candidacy has been received in time for placement on the ballot?
We send email confirmation once we receive your nomination paperwork. It is the responsibility of the candidate to ensure that their Candidate Registration form is received by HOA Ballot Professionals prior to the deadline date noted on the form. If a confirmation is not received from our office, then that means we did not receive your registration form and you are not a registered candidate.
I submitted my candidate registration, but I no longer want to run for the Board.
How can I withdraw from the race?
Please send your withdrawal request to Info@HOABallotPros.com. If the ballots have not yet been printed and time permitting, we will remove your name. If the ballots have been printed, your name will still be listed and can collect votes. We will work with your managing agent and/or designated Board Member to notify the membership of your withdrawal from the race so that members can vote for other candidates. If you still garner enough votes to be elected to the Board of Directors, your withdrawal from the race will automatically become a resignation from the Board of Directors.