FAQs

Condo Elects operates an automated system designed for speed and efficiency. Here's how the process works:

1. Input: All we need is a formatted Excel or CSV file of required voter list data and approval on the relevant information for the documents.
2. Draft Approval: Our system automatically generates drafts and emails them to your association’s contact for review and approval.
3. Automation: Once approved, the documents are instantly generated, printed, and mailed out.

Our system also handles all PDF creation for envelopes and documents, eliminating the need for mail merging, inconsistent communication, or additional manual tasks. Our speed in generating and processing mailings is unmatched, ensuring fast and accurate delivery.

Yes, all data is tracked through our proprietary voting list management software. We can track all responses and outreaches and allow the association to plan accordingly to meet a quorum.

For more information about electronic voting, please visit our Electronic Voting section by clicking here.

No, Condo Elects serves as an independent third-party inspector of elections. We cannot provide legal services to the organization.

The assigned Contact acts as a key liaison to ensure that Condo Elects has all the necessary documents, verifies the accuracy of voter list information, and coordinates the requirements for Zoom and/or in-person elections.

Essentially, the Contact is a manager or association member who is not directly involved in the election or voting process. This ensures that Condo Elects maintains its neutrality and independence as a third-party inspector of elections by avoiding information from parties that could compromise our impartiality.

No, Condo Elects remains impartial and does not have any stake in the outcome of the election. Our sole priority is to ensure that the rules governing the election are followed and that our responsibilities as the inspector of elections are fulfilled with integrity and fairness.

Yes, Condo Elects can send replacement ballots. Additionally, any unit owner worldwide can receive PDF copies of their envelopes and ballots to print and mail back to us. The first ballot with the unit identifier matching the unit owner information will be used, and any additional ballots received will be set aside and not opened. All replacement ballots sent are recorded and a record is sent to the Contact. Additionally, all emails are tracked by email identifier to log who requested ballots and when they were requested. This ensures you don't have to worry about mail delivery delays if you haven't opted for electronic voting.

Yes, all return ballot envelopes printed by Condo Elects include the unit identifier, the unit address, and a space for the unit owner to write their name and signature. Condo Elects finds that this makes it easier for unit owners to submit their ballots, as the return envelopes are pre-stamped and pre-addressed. This increases the likelihood of unit owners submitting a ballot, helping to reach a quorum.

Moreover, unit owners can track the status of their ballot at https://www.condoelects.com/checkmystatus. If a unit owner forgets to print their name or sign their ballot, they can review the status of their ballot on the Check My Status page and either assign a proxy (if applicable), request a new ballot to be mailed, or request an email PDF of the ballot and envelopes to print and send back to us.

Yes, Condo Elects can receive ballots and observe the election if they are mailed to the address in the footer of this page. In addition, the Contact must submit a PDF of the ballot, election rules, and bylaws so we can set up our system to receive the ballots.

Yes, Condo Elects can observe elections in person. There is an added fee, and the association must provide an electrical plug, a desk, and, if there is no cellular reception, Wi-Fi for the inspectors to connect to our tallying system.

Yes, Condo Elects uses proprietary systems designed to standardize tabulation. The software provides the following capabilities:

• Tabulates paper ballots according to association rules (e.g., ensuring cumulative voting is excluded when prohibited, reviewing write-in candidates, etc.).
• Starting January 1, 2025, it integrates results from stored electronic voting data, decrypted at the announcement of quorum. For more information, click here

Upon conclusion and review of the tally, the system generates and submits three key documents to the association's Contact:

• A Certificate of the election.
• A Tally Sheet, where ballots are anonymized but differentiated between paper and electronic voting.
• A Quorum Report, detailing when ballots were received and their status.

These documents ensure transparency and accuracy and are provided upon the conclusion of the election.

Yes, you can review ballot rows divided by ballot measure to see how each ballot voted. However, you cannot ask who voted for whom. The inspector of elections does not know, and the votes are anonymized to preserve the confidentiality of the vote.

An "Unused Vote" refers to any vote that was permitted but not cast in a ballot measure. This applies to situations where a ballot allows multiple votes (e.g., elections for the Board of Directors) and not all allocated votes are used.

For example:

• If two votes are permitted and only one is cast, the other vote is marked as unused.
• If three votes are allowed and none are cast, all three votes are marked as unused.
• This applies to any number of permitted votes, not just specific cases like two or three.

This system ensures that all votes given to unit owners are tracked and accounted for, preserving transparency. Unused votes are clearly recorded and can be reviewed in the Excel tally sheet to guarantee accurate tabulation and record-keeping.