In Virginia, a Homeowners Association (HOA) with approximately 3,500 members struggled for years to achieve a quorum due to insufficient voter participation. To address this issue, the HOA implemented ElectionBuddy, a comprehensive election management platform, to facilitate their voting process.

Implementing ElectionBuddy

To comply with its bylaws, the HOA continued to send paper ballots to all members. However, to increase convenience and participation, it also sent electronic ballots to members via email. ElectionBuddy managed the entire election process for $1200. This fee covered the distribution of electronic ballots to 3,514 email addresses.

Voter Participation and Results

Before using ElectionBuddy, the HOA’s quorum requirement was 25%, which was challenging. In 2018, the quorum requirement was reduced to 10%. Despite this reduction, achieving quorum remained difficult, even with previous voting systems.

However, with ElectionBuddy, the HOA saw a significant improvement in voter participation. The electronic voting system helped them easily surpass their previous struggles to reach the 10% threshold.

They also have proxy voting but are limited to five proxy votes per person.

Survey and Feedback

A post-election satisfaction survey revealed that nearly 100% of respondents preferred electronic voting. This feedback highlighted the convenience and efficiency of the electronic voting system compared to traditional methods done by paper and proxy.

Election Buddy Vetting

ElectionBuddy handles thousands of elections administered for HOAs.

The process of vetting them and the Board to vote for the software took about two months. They were ready to move with them after the board vote but did not send the list and accompanying information for the vote e-mail until a week before going live.

Process and Preparation

Setting up the election involved a few preparatory steps. The HOA staff needed to compile a clean email list, which required about three days alongside their regular duties. This list, containing 3,514 email addresses, was then uploaded to the ElectionBuddy system. The ballot was also provided. The entire election was run by ElectionBuddy and the HOA only had To view  the results. A totally independent election with no access by board members or the office.

ElectionBuddy required approximately a week to set up the election after receiving the materials. The HOA board had already amended their bylaws to allow electronic voting since 2012, ensuring a smooth transition to the new system. They still met the requirements for paper ballots by sending them to all members and used electronic voting for convenience.  But it was a hybrid election with everyone receiving both paper and electronic ballots.

The total time to setup the election was less than two weeks.

Privacy and Security Concerns

Given the community’s background, with many residents working in IT or for federal agencies such as the FBI and DOJ, privacy and security were a concern.  However, they  supported electronic voting using ElectionBuddy. demonstrating trust in the system’s security measures. Nothing like having FBI and DOJ members to do a proper security audit of electronic voting.

Members were sent electronic ballots to their own email. Email is the most trusted form of business  communication and has built in security measures.

The use of ElectionBuddy proved to be a cost-effective, secure and efficient method for managing  the HOA election. It significantly increased voter turnout, allowing the HOA to meet quorum requirements and conduct their elections more smoothly. This case study emphasizes the advantages of incorporating modern technology into traditional voting processes, resulting in increased participation, secure voting, reduced costs, and higher satisfaction with the voting experience among members

The manager said the residents really are happy with the HOA. They have a very efficient office and a great general manager.

But the fees charges are a $117 dollars a month with a list of amenities Surfside residents would die for.

They have three pools, a fitness center, playgrounds, park areas, a clubhouse, three basketball courts, three tennis courts, and are building pickleball courts. Additionally, they are adding one more pool and another clubhouse.

They also feature food and beer trucks, a summer concert series with weekly performances by local bands, and various special summer events. These include picnics, a combined Halloween and Oktoberfest celebration with music and food, and various other community activities. Additionally, the developers have planted maple trees along both sides of the street. All I can say is that it sounds like an HOA paradise with trees.

In Surfside, we have an office to collect our fees. Well, we do have a playground and one basketball court.

In conclusion, it takes less than two weeks to Setup and Run an election of 3500 residents using ElectionBuddy. The surfside HOA still runs outdated paper elections