Community Meeting, Election & Voting Process
Blackstone Management uses modern, proprietary meeting technology to help make association meetings more organized, transparent, efficient, and easier for homeowners to participate in.
Important: Your Association’s Rules Control
The information below is a general overview of how many community meetings, elections, nominations, proxies, and voting processes work. Your association’s governing documents, including its bylaws, declaration, articles of incorporation, rules, policies, and Board-approved procedures, may require a different process. State law, county law, municipal codes, and other legal requirements may also apply. The official meeting notice for your specific association should always be reviewed carefully, as it will control the final instructions, deadlines, voting windows, proxy requirements, and meeting procedures.
How the Process Typically Works
Step 2: Official Meeting Notice
Approximately 30 days before the meeting, the official meeting notice is typically sent. This may include the meeting letter, proxy form, agenda, voting instructions, candidate submission instructions, and other important documents.
Step 3: Candidate Information
Candidates may be asked to submit a biography, photo, statement, or other required information. When submitted by the required deadline, candidate information may be posted online for homeowners to review before voting.
Step 4: Review Meeting Materials
Homeowners may be able to view the agenda, attachments, candidate submissions, proposed votes, proxies, election instructions, and other meeting materials through the online meeting platform.
Step 6: Voting
Voting may occur before the meeting, during the meeting, after the meeting, or through another process approved by the Board and permitted by the governing documents. The meeting notice will explain the voting window and instructions. powered by hoaoffice.com
Step 7: Vote Review
Eligible votes cast before, during, or after the meeting are combined into one final tally, when applicable. The voting records are then reviewed for accuracy by the designated election administrator.
Step 8: Certification
Final election results are reviewed and certified by the election administrator, which may be a Board-designated representative or HOAoffice.com, depending on the process selected by the association.
Blackstone Management Meeting Technology
Blackstone Management has invested in proprietary meeting technology designed specifically for community associations. Our platform helps reduce confusion, improve organization, streamline check-in, and make meetings easier for homeowners, Board members, management, and election administrators.
Digital Check-In
Homeowners can be checked in electronically for cleaner attendance records and smoother meeting entry.
Eligibility Verification
The platform helps confirm whether an owner is eligible to vote based on the association’s rules and records.
Payment Access
If an owner’s account balance affects voting eligibility, the system may allow the owner to make a payment to restore eligibility when permitted by the association’s procedures.
Meeting Materials Online
Agendas, attachments, candidate information, proxies, voting items, and other documents may be available in one organized location.
Attendance Visibility
The platform can show who has signed in, helping the meeting proceed in a more organized and transparent manner.
Election Tracking
Depending on the election process approved by the Board, vote totals and election activity may be available for real-time review and certification.
Why This Matters
Community meetings can become disorganized when attendance, proxies, nominations, eligibility, voting, and election results are handled manually or without a clear process. Blackstone Management’s technology helps create a more professional and streamlined experience by keeping important meeting information organized in one place.
For Homeowners
Easier access to meeting materials, candidate information, voting instructions, and digital participation tools.
For Board Members
A cleaner process for attendance, eligibility, nominations, proxies, voting records, and election oversight.
For Elections
A more organized way to combine eligible votes, review results, and support certification by the designated administrator.
Voting May Happen in Different Ways
The voting process depends on the association’s governing documents, applicable law, and the process approved by the Board. Your meeting notice will explain which voting method applies.
Before the Meeting
Owners may be permitted to vote online or submit voting materials before the meeting.
During the Meeting
Owners may vote after checking in and confirming eligibility.
After the Meeting
Some Boards may allow voting to remain open for a designated period after the meeting.
What Homeowners Should Do
Read the official meeting notice carefully when it is received.
Review the meeting agenda, proxy, candidate information, attachments, and voting instructions.
Submit any required nomination forms, proxies, ballots, or candidate materials by the stated deadline.
Confirm whether the meeting is in person, virtual, or hybrid.
Check in properly through the digital meeting process.
Make sure your account is in good standing if voting eligibility depends on your association’s rules.
Follow the specific voting instructions provided for your community.
Final Reminder
Blackstone Management provides a professional, technology-driven meeting experience, but each association’s official process is ultimately controlled by its governing documents, applicable law, Board-approved procedures, and the instructions included in the official meeting notice.
