”We don’t just show up and count ballots. We ensure the entire process—from start to finish—meets legal requirements and maintains community trust.
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In this episode of The Uncommon Area, host Matthew Holbrook is joined by Lisa Schwartz, founder of The Ballot Box, a firm that has specialized in HOA elections for over 18 years. Together, they unpack the often misunderstood world of community elections—from legal requirements and ballot security to the rise of electronic voting. Lisa outlines common mistakes associations make, how third-party oversight can prevent manipulation, and what managers and boards should consider before, during, and after election season.
Key Takeaways
Lisa’s Beginning
Lisa entered the election world after working in HOA management and developer services.
A change in California law created a niche opportunity—one that led her to start The Ballot Box with her husband.
She’s since built a business focused solely on HOA elections, handling everything from notices to tabulation.
Why Third-Party Oversight Matters
Associations often hire election services when there’s potential conflict—like contentious board races or controversial assessments.
Hiring an independent inspector helps eliminate accusations of ballot tampering or procedural bias.
The Ballot Box acts as a neutral, disinterested party, insulating managers and boards from accusations of favoritism or misconduct.
Common Election Pitfalls
Access Issues: Incumbent board members getting access to blank ballots or member contact lists, while challengers do not.
Privacy Violations: Counting ballots off-site or without homeowner visibility, which is illegal in many states.
Tampering Risks: Lack of secure systems can allow for ballot duplication or voter impersonation.
How The Ballot Box Prevents Fraud
Unique Identifiers: Each voting unit receives a ballot package with a unique code printed on return materials—not on the ballot itself.
Double Envelope System: Keeps votes anonymous. The outer envelope verifies eligibility, while the inner envelope contains the secret ballot.
Ballot Design: Custom colors, sizes, and printing make duplication nearly impossible.
Strict Replacement Policy: No mass distribution of blank ballots—only individual replacements mailed directly to homeowners.
Electronic Voting & Transparency
Electronic voting is gaining traction, but many communities—especially with older populations—are hesitant to adopt it.
Some HOAs don’t even collect email addresses due to privacy concerns.
The Ballot Box supports virtual tabulations and often shares real-time vote counts via screen share on Zoom, offering more transparency than in-person meetings.
Tabulation Process and Logistics
Contrary to popular belief, counting votes is fast—it’s opening and sorting the ballots that takes time.
Ballots are designed to avoid folding, speeding up processing.
Votes are sorted manually and counted via Excel for quick totals.
A numbering system ensures accuracy, matching the number of ballots to the number of return envelopes received.
The Role of the Inspector of Elections
In some cases, inspectors are only brought in at the end to count ballots—without oversight of earlier steps like notices or candidate solicitation.
Lisa emphasizes that inspectors carry full legal responsibility for the election, so oversight from the start is crucial.
Her company often steps in early to review processes, even if they’re not directly executing them.
Cumulative Voting
Common in HOA elections, cumulative voting allows members to allocate their votes however they choose (e.g., all to one candidate or split among several).
Lisa explains that the timing of this declaration matters—it must be known in advance if ballots are mailed.
What Every HOA Should Know
Lisa advises managers and board members to ensure anyone overseeing elections has no vested interest in the outcome.
Even unpaid volunteers should be vetted for neutrality.
States like California place strict legal responsibility on inspectors, making professionalism and oversight essential.
This episode offers a rare behind-the-scenes look into the highly structured, occasionally dramatic world of HOA elections. Whether you’re a board member, community manager, or simply a curious homeowner, this conversation provides valuable insight into what fair and transparent elections should look like.
Subscribe to The Uncommon Area for more episodes that help HOA leaders think differently.
Resources
Electronic Voting in 2025
Board Member Blunders: These Mistakes Can Wreck Your HOA
Board Communication by Email
The post HOA Elections EXPOSED: Behind the Scenes with a Ballot Expert | Ep. 67 appeared first on Action Property Management.
