CINC recommends the following steps:
1. Choose a voting software provider. Step 2 will involve collaboration between the community and the software provider
2. Create a Board Resolution with the software provider. This resolution has three parts:
a. Describe the process for opting in and opting out
b. Identify the deadline for opting in
c. Identify the deadline for opting out
All three parts will likely differ based upon the selected provider per Step 1 since every software’s design and capabilities are different.
3. The board must provide written notice of a meeting at which the resolution will be considered, and the notice must be mailed, delivered, or electronically transmitted to the unit owners and posted conspicuously on the condominium property or association property at least 14 days before the meeting. Evidence of compliance with the 14-day notice requirement must be made by an affidavit executed by the person providing the notice and filed with the official records of the association.
4. Provide community data to myHOAst so that the community site can be built. If using the “Pro” version of myHOAst, provide the required API codes. Otherwise provide all data via an Excel spreadsheet following a specified format (Excel Data Format for Community Data to be Gathered).
5. At the Board meeting or special Board meeting, the Board votes on passing the Board Resolution (only Board members vote). If this is a special Board meeting established only for this purpose, this meeting may be very short.
6. Create a vote, either a practice vote or a non-binding survey. Use this vote to let the voting members experience how easy it is to submit a vote electronically.
7. Invite the members:
a. Option A: If the user has permission to email the members, they can:
i. Send email invitations from myHOAst (see Send Login Invitations to Voters, All Users, or Specific Users). These invitations will provide each user with a temporary username and password
ii. Send an email message from their current messaging service (see Sample Announcement to the Members (voting only). This message informs the user that an invitation was emailed to them and that it may be necessary to look in their spam folder. Attach the instructions to request temporary credentials (see Attachment to the Announcement Letter) in case the emailed invitation cannot be found
iii. Send a similar message via postal service for those members without email addresses
b. Option B: If the user does not have permission to email the members, they can send the invitation message and the attachment via postal service