OFFICIAL BALLOT

[ASSOCIATION NAME]

[// GUIDANCE: Many states, including California, require secret ballots for HOA elections. The double-envelope system (unmarked inner envelope + signed outer envelope) protects ballot secrecy while allowing voter verification. Follow your state's specific requirements.]

BALLOT INFORMATION

INSTRUCTIONS

PLEASE READ CAREFULLY BEFORE VOTING

1. Mark Your Selections: Fill in the checkbox (☐) completely next to your choice(s) for each item.

2. Do Not Sign This Ballot: To maintain ballot secrecy, do not write your name or any identifying information on this ballot.

3. Use the Envelope System:
   - Place this ballot in the INNER ENVELOPE (unmarked/blank)
   - Seal the inner envelope
   - Place the sealed inner envelope in the OUTER ENVELOPE
   - SIGN the outer envelope where indicated
   - Unsigned outer envelopes will be rejected

4. Return Your Ballot:
   - By Mail: Mail to the address on the outer envelope
   - In Person: Deliver to [LOCATION] during [HOURS]
   - At Meeting: Bring sealed envelope to the meeting

5. Deadline: Ballots must be received by [TIME] on [DATE]

IMPORTANT: Ballots received after the deadline will not be counted.

SECTION 1: ELECTION OF DIRECTORS

Vote for up to [NUMBER] candidates. Votes for more than [NUMBER] candidates will invalidate this section.

Terms: Each director will serve a [NUMBER]-year term.

Candidates

☐ [CANDIDATE NAME 1]
[BRIEF QUALIFICATION - e.g., "Homeowner since 2018, Finance Professional"]

☐ [CANDIDATE NAME 2]
[BRIEF QUALIFICATION]

☐ [CANDIDATE NAME 3]
[BRIEF QUALIFICATION]

☐ [CANDIDATE NAME 4]
[BRIEF QUALIFICATION]

☐ [CANDIDATE NAME 5]
[BRIEF QUALIFICATION]

☐ Write-In Candidate:
Name: ________________________________________________

☐ Write-In Candidate:
Name: ________________________________________________

SECTION 2: [OTHER MATTER REQUIRING VOTE - IF ANY]

[// GUIDANCE: Include additional sections for any other matters requiring member vote, such as amendments to governing documents, special assessments, or other business.]

[MATTER TITLE]

Description:
[FULL DESCRIPTION OF THE MATTER TO BE VOTED ON]

The Board of Directors recommends a vote [FOR / AGAINST] this measure.

☐ FOR - I approve [BRIEF DESCRIPTION]

☐ AGAINST - I do not approve [BRIEF DESCRIPTION]

☐ ABSTAIN

SECTION 3: [ADDITIONAL MATTER - IF ANY]

[MATTER TITLE]

Description:
[FULL DESCRIPTION]

☐ FOR

☐ AGAINST

☐ ABSTAIN

SECTION 4: [BUDGET RATIFICATION - IF REQUIRED]

Ratification of [YEAR] Annual Budget

Description:
The Board of Directors has adopted an annual budget for fiscal year [YEAR] totaling $[AMOUNT], resulting in an annual assessment of $[AMOUNT] per lot.

Shall the members ratify the [YEAR] annual budget as adopted by the Board?

☐ FOR - I ratify the budget

☐ AGAINST - I do not ratify the budget

☐ ABSTAIN

[// GUIDANCE: Budget ratification is required in some states/associations. If the budget is rejected, the prior year's budget typically remains in effect.]

SECTION 5: [SPECIAL ASSESSMENT - IF APPLICABLE]

Special Assessment for [PURPOSE]

Description:
The Board proposes a special assessment of $[AMOUNT] per lot to fund [PROJECT/PURPOSE]. [ADDITIONAL DETAILS]

Shall the Association levy a special assessment of $[AMOUNT] per lot for [PURPOSE]?

☐ FOR - I approve the special assessment

☐ AGAINST - I do not approve the special assessment

☐ ABSTAIN

SECTION 6: [AMENDMENT TO GOVERNING DOCUMENTS - IF APPLICABLE]

Proposed Amendment to [CC&Rs / Bylaws / Rules]

Description:
It is proposed to amend [DOCUMENT], [ARTICLE/SECTION], as follows:

Current Language:
"[CURRENT TEXT]"

Proposed Language:
"[PROPOSED TEXT]"

Reason for Amendment:
[EXPLANATION]

Required for Approval: [MAJORITY / SUPERMAJORITY / X%] of the total membership

Shall the proposed amendment be approved?

☐ FOR - I approve the amendment

☐ AGAINST - I do not approve the amendment

☐ ABSTAIN

END OF BALLOT

Thank you for participating in your Association's election!

BALLOT RETURN INSTRUCTIONS

DO NOT SIGN THIS BALLOT

1. Insert this ballot into the INNER ENVELOPE (the envelope with no markings)
2. Seal the inner envelope
3. Insert the sealed inner envelope into the OUTER ENVELOPE
4. SIGN AND DATE the outer envelope where indicated
5. Return by mail or in person

Return Address:
[ASSOCIATION NAME]
Attn: Inspector of Elections
[ADDRESS]
[CITY, STATE ZIP]

Ballot Deadline: [DATE AND TIME]

INNER ENVELOPE

[// GUIDANCE: The inner envelope should be blank/unmarked to protect ballot secrecy. Include a separate inner envelope with no identifying information.]

[THIS SPACE INTENTIONALLY BLANK]

BALLOT ENCLOSED - DO NOT WRITE ON THIS ENVELOPE

OUTER ENVELOPE

[// GUIDANCE: The outer envelope identifies the voter for verification purposes. The voter must sign to authenticate the ballot.]

VOTER CERTIFICATION AND SIGNATURE

Property Address: ________________________________________________

Lot/Unit Number: ________________________________________________

Owner Name(s): ________________________________________________

VOTER CERTIFICATION

By signing below, I certify that:

☐ I am the owner (or authorized representative of the owner) of the property identified above.

☐ I am entitled to vote in this election.

☐ I have personally marked the enclosed ballot.

☐ I have not voted and will not vote another ballot in this election.

☐ If co-owners exist, I am authorized to cast this vote on behalf of all co-owners, OR all co-owners have signed below.

SIGNATURE(S) REQUIRED

Owner Signature: ______________________________ Date: ______________

Print Name: ______________________________

Co-Owner Signature (if applicable): ______________________________ Date: ______________

Print Name: ______________________________

WARNING: Unsigned ballots will be rejected. Falsely signing someone else's ballot may constitute election fraud.

RETURN TO:
[ASSOCIATION NAME]
Attn: Inspector of Elections
[ADDRESS]
[CITY, STATE ZIP]

DEADLINE: [DATE AND TIME]

FOR INSPECTOR OF ELECTIONS USE ONLY

Outer Envelope Received: ☐ Yes Date/Time: ______________

Verified:
☐ Signature present
☐ Property address/lot number matches membership records
☐ Voter is a member in good standing
☐ No duplicate ballot from this property

Ballot Status:
☐ Accepted for counting
☐ Rejected - Reason: ______________________________

Verified By: ______________________________ Date: ______________

BALLOT COUNTING RECORD (FOR INSPECTOR USE)

Election Date: ______________

Time Counting Began: ______________

Inspector(s) Present:
________________________________________________

SECTION 1: DIRECTOR ELECTION

Elected:
1. ______________________________
2. ______________________________
3. ______________________________

SECTION 2: [OTHER MATTER]

Result: ☐ Passed ☐ Failed

BALLOT SUMMARY

CERTIFICATION BY INSPECTOR OF ELECTIONS

I certify that I have counted the ballots in accordance with the Association's election procedures and applicable law. The results reported above are accurate to the best of my knowledge.

Inspector Signature: ______________________________

Print Name: ______________________________

Date: ______________

Time Counting Completed: ______________

[// GUIDANCE:
1. California Civil Code 5100-5145 requires specific election procedures including secret ballots and independent inspectors.
2. Use the double-envelope system: unmarked inner envelope for ballot secrecy, signed outer envelope for voter verification.
3. Ballots must be opened and counted at a properly noticed Board or Member meeting.
4. The Inspector of Elections should not be a Board member, candidate, or related to either.
5. Retain all election materials (ballots, envelopes, tally sheets) for at least one year.
6. Announce results at the meeting and provide written notice to all candidates.
7. Maryland (as of 2025) requires an independent party to conduct elections.
8. Consider electronic voting where permitted by state law with proper safeguards (California AB 2159 allows with specific requirements).]

End of Document