What do all these terms mean – electronic voting, electronic secret ballot, online voting?

They all refer to the same thing: Instead of voting using a paper ballot and the two-envelope voting-by-mail system, an association can conduct virtually all of its member votes for directors and other matters over the Internet using their members’ own personal devices: desktop computers, laptops, smartphones, and tablets. Great Valley Election Inspectors uses the single term “online voting” for simplicity.

Is online voting new?

Online voting is new only in California votes by members of condominium homeowner associations. California business corporations, nonprofit groups, and many others have been voting online for years. 35 other states allow online voting for HOAs, and there are numerous vendors who have been providing them that service for years.

Is online voting different from our previous elections?

Only in that it is simpler and more convenient: members can see a ballot on their personal devices and vote by clicking boxes on it instead of having to mark a paper ballot, return the ballot by US mail in an envelope inside another envelope. No postage, no finding a mailbox, no delays while waiting for the ballot to be received for counting.

When can we start voting online?

Great Valley Election Inspectors is ready right now. An association can start an online election immediately. The start date for California online voting was January 1, 2025.

What kinds of elections can we do online?

Almost every kind of election and vote an HOA will ever need: director elections, amendment of governing documents, rules vetos, director recalls. Right now, the only exception is a vote on regular and special assessments.

Is online voting expensive?

No. Instead of expenses for paper and envelopes, printing, stuffing envelopes, and postage, there is only the inspector’s regular fee and a fee for the service vendor. An HOA having 200 members can expect a fee of about $1000, plus the out-of-pocket costs for mailing notices and ballots to members who prefer paper ballots and opt out of online voting. Larger associations (1000 members and more) start at $2400.

What do we need to do to get started?

Your association needs to add an authorization for online voting to its election rules – the association’s attorney can help with the rule change 60-day process. The association will also need to check the email addresses its members have provided for notices and encourage other members to provide one. That’s all!

Will our members still be able to choose to vote on paper ballots?

Yes. California law requires that members always have the option in every election to opt out of online voting in favor of voting by paper ballot.

Is online voting safe?

Yes, and much safer than paper ballot elections. Online voting uses only the web browser and email app already installed on the members’ devices, and takes advantage of all the safety features apps like Apple Safari, Google Chrome, Microsoft Edge, Android Chrome, and other standard apps provide.

Is online voting secure?

Yes. Each member receives individual, unique, and secure voting credentials by email. Nothing needs to be installed on the member’s device, no files are downloaded to it unless the member requests them, there is nothing to click on other than the boxes on the member’s ballot. The members’ email addresses are confirmed before the ballots go out. Standard internet protocols ensure that no one other than the inspector’s service vendor receives the cast ballots unaltered.

Is online voting difficult?

No. Authenticating the member’s identity and accessing the ballot requires only a single click – no usernames and passwords to create or remember. The ballot the members will see on their screens is exactly the same as a paper ballot and easy to mark just by clicking. When finished, the member clicks a send button, and voting is complete.

Is my privacy protected?

Yes. The online voting system does not need any information about you other than what the HOA already has. Neither the service vendor nor the inspector gives your information to any third party. No third party has access to the election records.

Will online voting work on my computer, laptop, smartphone, or tablet?

The online voting system works with all current standard desktop and laptop computers, smartphones, and tablets. As long as the device is updated, has an internet connection, and has any of the standard web browsers and email apps installed, it will work. The system checks that the members’ devices are compatible long before the ballots go out. If the members’ device can let them shop online, they’ll be able to vote online.

Is any special software required?

No. All that’s needed are the standard commercial web browser and email app that are probably already installed on the members’ devices.

Will I need to install an app?

No. The standard web browser and email app already installed on the member’s device are all that’s needed.

Will I have to remember usernames and passwords?

No. Members’ identities are proven by responding to a verification email sent to the email address the member specifies. Voting is authenticated by clicking on an acknowledgment button on the email giving access to their individual ballot.

Will the online voting system put files on my device?

Only documents related to the vote, and only with the members’ permission. The ballot itself is just a web page, individual to each member. Notices preceding the ballot are just emails. Sample ballots, candidate statements, and the text of proposed amended documents are available for the members to view and can be downloaded, but only if the members choose to do so, and there are no hidden files.

How can I get more information?

Contact us by email at inspector@greatvalleyelectioninspectors.com, by phone at 209-886-2468, or by filling out the contact form on our website greatvalleyelectioninspectors.com (or just www.gvei.net, if you’d rather type less).