There are numerous methods of taking a vote in community associations. For issues which may be challenged, it’s wise to use a written paper ballot. For other non-controversial matters, associations may choose from a variety of voting methods.
Robert’s Rules of Order describes several ways to take a vote. Here’s an overview:
1. Voice
Often referred to as “viva voce”, this is a common method of voting. The chair would say, “The question is on the adoption of the motion to approve the special assessment. Those in favor say ‘aye’, those opposed say ‘no’. In larger assemblies where the vote is close, this may not be the most effective voting method.
2. Rising
This method is used to verify a voice vote which is inconclusive. The chair asks those in favor to stand up and a count is taken of the standing members.
3. Show of Hands
Typically used in smaller associations, this method may be used in place of a rising vote or a voice vote.
4. Ballot
For any issue which may be contested, a written ballot should be used. Written ballots allow for easy recounting and verification after the meeting. Ballots should be considered association records, i.e. owners may review and inspect the ballots.
5. Voting Cards
Some organizations, if authorized by the governing documents, use voting cards. Voting cards are distributed to members at the start of the meeting. This method is typically used in lieu of rising or show of hands voting.
6. Electronic Voting
Technology has changed the way many associations operate. Some large associations have adopted electronic voting at annual meetings. Several services allow owners at a physical meeting to use their cell phones, tablets, or computers to cast votes. The results are instantly counted and displayed. One such service is: https://www.polleverywhere.com/
7. Roll Call Vote
This is an alternative method of voting which also creates a written record of the vote. The secretary or other individual appointed by the chair reads the names of each member of the association, asking if they vote yes or no on the issue. The vote is then recorded next to the member’s name.
8. Absentee Voting
Robert’s Rules of Order discourages absentee voting: “It is a fundamental principle of parliamentary law that the right to vote is limited to the members of an organization who are actually present at the time the vote is taken at a regular or property called meeting[.]” The point of debating a motion is that members may change their mind on an issue. If the vote is cast prior to the meeting via an absentee ballot, the debate/discussion portion of a motion is circumvented.