BOARD ELECTION TIMELINES-- HELP!!!

Condos have strict rules to follow. HOAs can do it however they want. Ideally the procedures and deadlines would already exist for you to follow, either in the bylaws or a board-enacted elections policy. The condo rules are here. The DBPR has ruled from time to time that it's eminently reasonable for HOAs to voluntarily follow the condominium way of doing things, but an HOA doesn't have to.

I tried to write election rules and a policy for my HOA but gave up when I reached 8 pages and no one on the board showed any interest. When they heard "2 notices" their eyes glazed over. Good luck.

Our HOA has to notify owners at least 30 days before the Annual Meeting via US Mail. With that mailing is time and place, Agenda, and a call for candidates to run for the BOD (2 or 3 spots of 5 open each year). One can also be nominated from the floor at the meeting. Nominating from the floor is typically how we get people to run as we beg them to run......LOL

OP,

What, pray tell, do YOUR corporate bylaws require ?

Yes, require !

Have you read them ?

In lieu thereof you may adhere to your state's corporate LAW.

Yes, law !

Sheeeez

I might suggest going back in your own association's records and reviewing what worked well previously - ya also might ask your neighbors what they think is reasonable.

Reasonable. Doesn't mean it won't be challenged by someone at some point.

After this is all done, then you might consider amending your bylaws to include that time frame and process you found reasonable.

For background, ask around at those well managed communities in your area and get copies of their Bylaws - go to your county clerk website and see if there are copies of Bylaws that are recorded (some are and some aren't).

Our community isn't that big and frankly, the vast majority don't show up to the annual meeting anyway, so, we're a little more relaxed that perhaps a larger community can be. That said, I think you're making this a lot more complicated than necessary, so take a breath and READ YOUR DOCUMENTS to see what they say. This isn't so much about what is standard than what will work best for your community. Yes, you do have to factor in all the other stuff people deal with everyday, so the goal is to get the information out as soon as you can to give people time to read it, ask questions, if necessary, and send in their responses.

In our community, we send the annual meeting notice, agenda and proxy in the same letter. The proxies are returned to the property manager and have to be in by noon on the meeting date. However, if someone decides to attend the meeting after all, he/she simply shows up, the proxy is cancelled and he/she casts a vote as usual. The documents require a 30 day advance notice and since we have a number of out of state owners, we usually add 3-5 business days to that (you have to factor in Sundays and possibly holidays since mail isn't delivered on those days).

Our letter also asks people to speak up if they'd like to run for a board seat - we prefer that they let the property manager know, so names can be listed in the agenda, but we also accept nominations from the floor, so we don't have a formal call for candidates. If you want to do that, give yourself another 30-60 days, perhaps sending out one letter asking for candidates and that they send in their information early so the board can publish all this stuff in the next newsletter and/or post it on the community website.

I'd also print out the information sheets to have them available at the meeting. Better yet, ask for candidates and then have a "meet the candidates' special meeting 15 days or so before the meeting so people can attend, hear what they have to say and ask their own questions.

Thanks Shelia. Great Answer, and type of information, dates and process I’m trying to evaluate as related to our situation. We have a similar process in our subassociation, but it is a condo and different from the Master HOA which will be undergoing election w reps from many subassociations. Hope to hear other’s approaches also. Thanks.

Here is what the LAW requires:

http://www.flsenate.gov/Laws/Statutes/2012/Chapter617/All