A board election goes wrong most often on paperwork: a missed deadline, a proxy that wasn’t allowed, a ballot nobody can verify. A mistake can void the election and force a re-vote. These steps follow the Community Associations Institute’s election tips and the Washington and Illinois statutes.
1. Read your documents and your state law
Your bylaws and CC&Rs set the number of seats, term lengths, the record date, quorum, and whether ballots are secret or owners in arrears may vote. State law can override them: Illinois limits condo board terms to 2 years (765 ILCS 605/18(a)(1)), and Washington requires secret ballots for board elections whatever the documents say (RCW 64.90.455(9)).
2. Build a timeline
Work back from the meeting date: when to send the call for candidates, when nominations close, when the notice and ballots go out, and when ballots are due. Keep it in an annual-meeting folder so next year starts from it.
3. Call for candidates
Send the call for candidates with the deadline and how to submit a statement. Washington absentee ballots must list every candidate and include a blank write-in line (RCW 64.90.455(2)).
4. Send the notice
- Washington: 14 to 50 days before the meeting; a vote without a meeting needs a ballot deadline at least 14 days after notice. See Washington meeting notice.
- Illinois condos: 10 to 30 days. See Illinois meeting notice.
5. Decide how owners vote
| Topic | Washington (RCW 64.90.455) | Illinois condos (765 ILCS 605/18) |
|---|---|---|
| Proxies | Allowed unless the documents prohibit them; void if undated; expire after 11 months unless stated | Written proxies, invalid after 11 months; not allowed in board elections once mail-in or electronic voting is adopted |
| Mail or absentee ballots | Allowed; the association must verify the owner cast it | Association-issued ballots by mail |
| Electronic voting | Owners who haven’t consented get paper ballots | By acceptable technological means |
| Secret ballot | Required for board elections, removals and amendments | Allowed once the board adopts rules for it |
6. Count the votes
- In Washington, incumbents and candidates may not take part in counting until results are announced, and quorum isn’t needed to open and count secret ballots (RCW 64.90.455(9)).
- A ballot vote without a meeting is valid only if the ballots cast meet quorum; the board can extend the deadline by up to 11 months to reach it.
- Use an election committee or an independent inspector where your documents provide for one.
7. Announce and keep the record
Report the results to owners within a reasonable time. In Washington, keep the ballots or the tabulator’s report with the minutes (RCW 64.90.455(4)).
How BAB helps
BAB runs board elections with self-nomination and a candidate statement, a certified voter roll, results and receipts by notification and email, and a tabulation report PDF. Ties are reported, never broken silently. Paper ballots are recorded alongside online votes. See HOA voting.
FAQ
Can HOA members vote by proxy?
Usually, if the documents allow it. Washington proxies expire after 11 months unless they say otherwise; Illinois condos can’t use proxies in board elections once mail-in or electronic voting is adopted.
Do HOA board elections need a secret ballot?
In Washington, yes, for electing or removing board members and for amending governing documents (RCW 64.90.455(9)). In Illinois condos it’s optional by board rule.
Can a candidate count the ballots?
Not in Washington: incumbents and candidates can’t take part in counting until results are announced.
What happens if quorum isn’t reached?
In Washington, a ballot vote without a meeting counts only if the ballots meet quorum; the board can extend the deadline by up to 11 months.
How long can an Illinois condo board term be?
No more than 2 years, with at least one-third of terms expiring each year.
Sources
- RCW 64.90.455: voting, proxies, ballots
- 765 ILCS 605/18
- Community Associations Institute: Tips for Successful Elections
Disclaimer: This guide is general information, not legal advice. Statutes change and your governing documents may add stricter rules, so check with your association’s attorney before a binding meeting or vote. Last updated: October 2026.