Resources
FAQ
The "Inspector of Elections" is the official, neutral entity responsible for administering the entire election. We (Third Party Voting) serve in this role. Our duties include managing the voter list, preparing and distributing ballots, ensuring voting security, tabulating all votes, and providing a final, certified report of the results.
Using a neutral, independent third party is the single best way to ensure your election is fair, impartial, and beyond reproach. It removes any perception of bias or conflict of interest, builds trust with your membership, and ensures that complex compliance and security requirements are managed by experienced professionals.
Our pricing is tailored specifically to your HOA. We only need a few details—your community’s unit count, the type of election services needed (electronic, mail, or hybrid), and your location. We will then provide a customized, all-inclusive proposal.
To get started, please complete our Request a Quote form. We return proposals in 24 hours.
We serve communities throughout the entire State of California. Most election meetings are conveniently held virtually via Zoom, but we are always happy to provide onsite support when requested. With inspectors located across the state, we’re ready to assist wherever your HOA is located.
We provide a professional, “hands-off” election service that allows property managers and board members to stay focused on the many other responsibilities of running their association. HOA elections are our sole focus, and we are committed to delivering a seamless, highly professional process that represents your community in the best possible way.
Election Glossary
A fair and transparent election process begins with a clear understanding of the terminology. As your independent election partner, we believe in empowering our clients with knowledge. This glossary defines common terms used in the administration of corporate, association, union, and HOA elections.
Abstention / Abstain: A vote in which a member formally withholds their vote on a particular motion or candidate. It is typically not counted as a "yes" or "no" vote but may be counted toward the total for establishing a quorum.
Acclamation (Uncontested Elections): A method of election where candidates may be appointed to the Board of Directors when the number of candidates is less than or equal to the number of seats in that election. This is process is governed by Civ. Code § 5103.
Annual Meeting: The once-per-year meeting where the organization conducts community business, including the election of directors, budget ratification, and various member updates.
Audit Trail / Real-Time Audit Log: A record of every step in the election process showing compliance with law and best practices, recording when a vote was cast and authenticated, but without revealing the individual vote.
Ballot: The official document (in paper or electronic form) on which a voter casts their vote.
Ballot Integrity / Chain of Custody: The security procedures ensuring ballots are handled, stored, and transported in a consistent, documented, and tamper-proof manner from distribution to tabulation.
Bylaws: The official, legally binding rules that govern an organization's internal operations. They define the structure, director duties, and rules for conducting elections, meetings, and voting.
Call for Candidates: The formal process where members declare their intent to run for the board, often including a nomination form and eligibility confirmation.
Candidate: An individual who has been formally nominated or registered to run for an elected position (e.g., a board of directors).
Candidate Statement: A voluntary written biography or qualifications summary submitted by a candidate, which must be distributed to voters with the ballot materials.
CC&Rs (Covenants, Conditions & Restrictions): The primary governing document (often in associations) outlining the rights and obligations of homeowners and the organization.
Certification of Results: The final, formal declaration issued by the Inspector of Elections confirming the final vote totals and declaring the election valid and accurate.
Class Voting: A system where different neighborhoods or "classes" within a larger organization may have different voting rights.
Cumulative Voting: A system where a voter receives votes equal to the number of open seats and may cast all their votes for a single candidate or distribute them among multiple candidates.
Davis-Stirling Act: California's primary law governing homeowner associations, including specific regulations on how HOA elections must be conducted.
Delegate Voting: A system where designated delegates cast votes on behalf of members in their district or sub-association.
Director / Board Member: An elected member who serves on the governing Board of Directors and helps manage the organization.
Double-Envelope System: A required two-envelope method for paper ballots: the Inner envelope contains the unsigned ballot, and the Outer envelope is signed by the homeowner for verification.
Duplicate Ballot: A ballot returned by a member who previously submitted one. Only the first ballot received is considered valid towards quorum.
Election Packet: A collection of documents sent to voters, typically including instructions, ballots, envelopes, candidate statements, and deadlines.
Election Rules: A required, standalone policy adopted by the governing board describing how elections are run, how candidates qualify, and how ballots are counted.
Eligibility Requirements: Qualifications a member must meet to serve on the Board, as defined by the governing documents and relevant law.
Electronic Secret Ballot: A digital vote submitted through a secure online platform (like ours: www.3pv.app) in compliance with secret ballot requirements (also known as E-Voting).
General Notice: A notice posted or delivered in a method available to all members (e.g., bulletin board).
Hybrid Election (or Hybrid Voting): An election that offers members the choice to vote via mail-in paper ballot or secure electronic voting. All electronic voting processes will have a paper component, as members are offered the opportunity to select their voting method ahead of the Preferred Voting Method Deadline.
Individual Notice: A required notice delivered directly to each homeowner (by mail or email, if consented).
Inspector of Elections (IOE): A neutral, independent third party appointed to oversee the election process, including managing the voter list, ensuring security, tabulating votes, and certifying the final results.
Mail-In Ballot: A paper ballot mailed to eligible voters, completed, and returned by mail to a secure, designated address for tabulation.
Member Forum: A portion of the meeting where members may speak on agenda items.
Nomination: The formal process by which an eligible member is put forward as a candidate for an election, as defined by the organization's bylaws.
Open Meeting: A board meeting that members may attend.
Plurality: A voting standard where the candidate(s) who receive the highest number of "yes" votes win, regardless of whether they receive an absolute majority (over 50%) of the votes.
Policies & Procedures: Additional documents adopted by the governing board to guide operational execution, communications, and detailed governance.
Preferred Voting Method: A formalized notice, in writing to the Association, that allows the member to either opt out or opt into electronic voting. Members are to be provided with an opportunity to change their voting method at least 30 days ahead of the Preferred Voting Method Deadline.
Preferred Voting Method Deadline: A requirement by Davis-Stirling that states the election process must allow members to change their preferred voting method (either electronic or paper) no later than 90 days before the election.
Proxy: A formal, written authorization allowing one member to cast a vote or act on behalf of another member. Note: Proxies are generally prohibited for secret ballot elections.
Quorum: The minimum number (or percentage) of eligible voters/members required to be present (in person, by proxy, or by valid ballot) for an official vote or meeting to be valid.
Record Date: The specific date used to determine which members are in good standing and therefore eligible to vote in an upcoming election.
Reduced Quorum / Adjourned Meeting: If an initial meeting fails to reach quorum, the meeting may be reconvened to a later date with a lower quorum requirement, as defined by the bylaws or Calfornia Statute (20%).
Secret Ballot: A legally protected method of voting that ensures the voter's identity cannot be linked to their vote, guaranteeing anonymity.
Secure Storage: Ballots must be stored in the Inspector of Elections custody for 365 after the election. The document are then able to be transfered to the Association.
Spoiled Ballot: A ballot that is invalid due to errors such as missing required signatures or improperly completed envelopes.
Tabulation: The official process of counting all valid ballots (electronic and paper) to determine the final results of the election, conducted by the Inspector of Elections.
Tally: The official count of votes conducted by the Inspector of Elections during an open meeting (the act of counting).
Tamper-Evident Handling: Procedures ensuring that ballots cannot be altered or interfered with undetected.
Pre-Ballot Notice: A mandatory notice informing members of the candidates intending to run for the board of directors and the meeting details (location, time, virtual meeting login instructions, etc.).
Two-Factor Authentication (2FA): A security method for electronic voting requiring voters to verify their identity using a code sent to their email or phone.
Unique Voting Key: A secure, individualized link or code assigned to each voter for electronic voting access.
Voter List: The official list of all members who are eligible to vote in the election, determined by the organization's records on the Record Date.
Voter Verification: The process used by the Inspector of Elections to confirm that a ballot was submitted by the rightful member and that it was submitted only once.
Abstention: A vote in which a member formally withholds their vote on a particular motion or candidate. It is typically not counted as a "yes" or "no" vote but may be counted toward the total for establishing a quorum.
Acclamation: A method of election where a candidate is declared the winner without a formal ballot when the number of qualified candidates equals the number of open seats.
Annual Meeting: The once-per-year meeting where the organization conducts community business, including the election of directors, budget ratification, and various member updates.
Audit Trail / Real-Time Audit Log: A record of every step in the election process showing compliance with law and best practices, recording when a vote was cast and authenticated, but without revealing the individual vote.
Ballot: The official document (in paper or electronic form) on which a voter casts their vote.
Ballot Integrity / Chain of Custody: The security procedures ensuring ballots are handled, stored, and transported in a consistent, documented, and tamper-proof manner from distribution to tabulation.
Bylaws: The official, legally binding rules that govern an organization's internal operations. They define the structure, director duties, and rules for conducting elections, meetings, and voting.
Candidate: An individual who has been formally nominated or registered to run for an elected position (e.g., a board of directors).
Candidate Registration: The formal process where members declare their intent to run for the board, often including a nomination form and eligibility confirmation.
Candidate Statement: A voluntary written biography or qualifications summary submitted by a candidate, which must be distributed to voters with the ballot materials.
CC&Rs (Covenants, Conditions & Restrictions): The primary governing document (often in associations) outlining the rights and obligations of homeowners and the organization.
Certification of Results: The final, formal declaration issued by the Inspector of Elections confirming the final vote totals and declaring the election valid and accurate.
Class Voting: A system where different neighborhoods or "classes" within a larger organization may have different voting rights.
Cumulative Voting: A system where a voter receives votes equal to the number of open seats and may cast all their votes for a single candidate or distribute them among multiple candidates.
Davis–Stirling Act: California's primary law governing homeowner associations, including specific regulations on how HOA elections must be conducted.
Delegate Voting: A system where designated delegates cast votes on behalf of members in their district or sub-association.
Director / Board Member: An elected member who serves on the governing Board of Directors and helps manage the organization.
Double-Envelope System: A required two-envelope method for paper ballots: the Inner envelope contains the unsigned ballot, and the Outer envelope is signed by the homeowner for verification.
Duplicate Ballot: A ballot returned by a member who previously submitted one. Only the most recent verified ballot is counted.
Election Packet: A collection of documents sent to voters, typically including instructions, ballots, envelopes, candidate statements, and deadlines.
Election Rules: A required, standalone policy adopted by the governing board describing how elections are run, how candidates qualify, and how ballots are counted.
Eligibility Requirements: Qualifications a member must meet to serve on the Board, as defined by the governing documents and relevant law.
Electronic Ballot: A digital vote submitted through a secure online platform in compliance with secret ballot requirements (also known as E-Voting).
Equal Voting: Each open seat receives an equal number of votes (e.g., three seats = three votes per voter, cast one each for three separate candidates).
General Notice: A notice posted or delivered in a method available to all members (e.g., bulletin board).
Hybrid Election (or Hybrid Voting): An election that offers members the choice to vote using more than one method, typically combining secure electronic (online) voting OR traditional mail-in paper ballots.
Individual Notice: A required notice delivered directly to each homeowner (by mail or email, if consented).
Inspector of Elections (IOE): A neutral, independent third party appointed to oversee the election process, including managing the voter list, ensuring security, tabulating votes, and certifying the final results.
Mail-In Ballot: A paper ballot mailed to eligible voters, completed, and returned by mail to a secure, designated address for tabulation.
Member Forum: A portion of the meeting where members may speak on agenda items.
Nomination: The formal process by which an eligible member is put forward as a candidate for an election, as defined by the organization's bylaws.
Open Meeting: A board meeting that members may attend.
Plurality: A voting standard where the candidate(s) who receive the highest number of "yes" votes win, regardless of whether they receive an absolute majority (over 50%) of the votes.
Policies & Procedures: Additional documents adopted by the governing board to guide operational execution, communications, and detailed governance.
Proxy: A formal, written authorization allowing one member to cast a vote or act on behalf of another member. Note: Proxies are generally prohibited for secret ballot elections.
Quorum: The minimum number (or percentage) of eligible voters/members required to be present (in person, by proxy, or by valid ballot) for an official vote or meeting to be valid.
Record Date: The specific date used to determine which members are in good standing and therefore eligible to vote in an upcoming election.
Reduced Quorum / Adjourned Meeting: If an initial meeting fails to reach quorum, the meeting may be reconvened to a later date with a lower quorum requirement, as defined by the bylaws.
Secret Ballot: A legally protected method of voting that ensures the voter's identity cannot be linked to their vote, guaranteeing anonymity.
Secure Storage: Ballots must be stored in sealed containers or locked cabinets before tabulation to maintain integrity.
Spoiled Ballot: A ballot that is invalid due to errors such as missing required signatures or improperly completed envelopes.
Tabulation: The official process of counting all valid ballots (electronic and paper) to determine the final results of the election, conducted by the Inspector of Elections.
Tabulation Meeting Notice: A notice informing members when and where ballots will be opened and counted.
Tally: The official count of votes conducted by the Inspector of Elections during an open meeting (the act of counting).
Tamper-Evident Handling: Procedures ensuring that ballots cannot be altered or interfered with undetected.
30-Day Pre-Ballot Notice (Candidate Solicitation): A mandatory notice asking members for board candidate nominations, typically required 30 days before ballots are mailed.
Two-Factor Authentication (2FA): A security method for electronic voting requiring voters to verify their identity using a code sent to their email or phone.
Unique Voting Key: A secure, individualized link or code assigned to each voter for electronic voting access.
Voter List (or Voter Roll): The official list of all members who are eligible to vote in the election, determined by the organization's records on the Record Date.
Voter Verification: The process used by the Inspector of Elections to confirm that a ballot was submitted by the rightful member and that it was submitted only once.