HOA Annual Meeting & Board Election Packet: Proxy, Ballot & Tally

Annual meeting season shouldn't mean rebuilding the same notice, ballot and sign-in sheet from scratch every year. This packet gives volunteer boards and self-managed associations one organized set of forms, from the first timeline checklist through certified results and minutes.

What's inside (Word + PDF, US Letter):

• E01 Timeline Checklist: work backward from meeting day, with an "Our rule / cite (VERIFY)" column you fill from your own bylaws

• E02 Notice of Annual Meeting

• E03 Call for Candidates & Nomination Form

• E04 Candidate Statement Form

• E05 Proxy Form (General & Directed): only if your documents allow proxies

• E06 Board Election Ballot: with two-envelope secret-ballot steps

• E07 Owner Sign-In & Quorum Sheet

• E08 Vote Tally Sheet & Inspector of Election Certification

• E09 Annual Meeting Agenda

• E10 Annual Meeting Minutes Template

Plus the Election Quorum & Tally workbook (Excel / Google Sheets):

• Quorum check: total votes, your quorum %, present + proxy + ballot, then quorum met or short by X

• Ballot reconciliation: issued, returned, rejected, counted

• Two-counter tally that flags RECOUNT on a mismatch, ranks candidates and flags a TIE AT CUTOFF for the last seat

No invented rules. Day counts, percentages and citations are left blank for you to fill from YOUR CC&Rs, bylaws and state law. Every page carries a VERIFY reminder.

Instant download. Licensed for one association.

Who it's for: HOA and condo board presidents, secretaries, election committees and self-managed communities.

Template only. Not legal advice. Your governing documents and applicable state law control. Have association counsel review before first use.

FAQ

Does this make our election legally compliant? No. It's a set of templates. Your documents and state law set the rules. Fill the VERIFY blanks from them, and have counsel review.

Can we use electronic voting? The forms note where you'd mention it, but whether it's allowed depends on your documents and state law.

Does it work in Google Sheets? Yes. No macros.