Election Parameters

Election Parameters
Community Details
Community Name*
Type the name as it should appear in official communications.
Community Association Manager Name*
Type your name as it would appear on your signature line.
Community Association Manager Title*
Type your title as it would appear on your signature line.
Community Association Manager Email Address*
Governing Document PDF(s)*

Upload the community's bylaws, CC&Rs, and any other governing documents that may control elections.
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Number of Units*
Total number of voting units in the community
Unit Description*
What each Member's property is called
Desired Unit Description*
What does this association call its units?
Number of Votes to Reach Quorum*
Percentage Used to Calculate Quorum (if Used)
If the documents call for quorum by percent, enter that percentage here; otherwise, the number of lots above will suffice.
Dates and Places
Date and Time of Meeting/Election*

MonthDayYear
Date
Hour MinutesAM/PM Option
Latest Completion Date

MonthDayYear
Date
Meeting Location*
Physical address and room detail for an in-person meeting; link and phone details for dial-in or online meeting
Due to variations in associations' needs for review, variations in time to produce mail pieces, variations in delivery time for postal mail, and other circumstances out of all of our control, it is imperative to leave enough time for an election.

We kindly request that you order your election at least six weeks before the meeting date, and at least two weeks before you want postal mail to arrive.

In some cases, we may be able to accommodate a shorter turnaround, but we cannot always guarantee notice will be delivered timely without building in sufficient lead time. Thank you for preparing in advance.
Target Date for Mailing and Emailing Notice of Meeting*

MonthDayYear
Allow at least two weeks to prepare
Attention: Your target date results in a turnaround shorter than we generally request. While we will make every effort to accommodate, we cannot guarantee that quick a turn. By ordering this election, you acknowledge that this date is a request and not a commitment.
Date and Time for Ballot Receipt Cutoff*

MonthDayYear
Allow a weekend, or at least two business days before the meeting. We reserve the right to change the cutoff to ensure we have time to produce your reports and slides.
Hour MinutesAM/PM Option
Attention: Your cutoff date results in a turnaround shorter than we generally request. While we will make every effort to accommodate, we may change the cutoff to ensure successful completion and processing.
Ballot
Attachments for Call to Meeting

Upload documents including the call to meeting, original paper ballot template, community logos/photography, candidate bios, draft annual meeting minutes, etc. Sotol Technologies will NOT edit these documents for the association, except to format or reflow the content to fit various Quorum templates.
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YesNo
Directors Election
YesNo
Term Start

MonthDayYear
Month and year are significant; day will be disregarded
Term End

MonthDayYear
Month and year are significant; day will be disregarded
Seats Open
Indicate on the ballot which candidates are incumbentsIndicate on the ballot that all candidates are in good standing and meet all requirementsAllow write-in candidates
List of All Candidates
Plurality at Large (>50% of Votes Cast)Other
Describe Selection of Winner(s):
Conventional (block) votingCumulative votingOther
Automatic Secure Virtual High-Card DrawManual Process as per Association Regulations
Other Ballot Measure(s)
YesNo
Measure Details
Neighborhood Roster
To generate the correct roster: Click on "Honeowners" and then click on "Homeowners List", then find the "Export to Excel" button, and add or delete fields to have:
- Lot No.
- Property Address
- First Name
- Last Name
- Second Owner First Name
- Second Owner Last Name
- Business Name
- Mailing Address
- Mail City
- Mail State
- Mail Zip
- Email
If you cannot run that report, ensure you send a minimum of:
- Lot ID
- Addressee/Display Name (Owners' Names)
- Mailing Address
- Mailing Address City
- Mailing Address State
- Mailing Address Postal Code
- Mailing Address Country (where applicable)
- Email Address(es) (Comma-Separated)
Please double-check the format: CSV or Excel file containing the above fields. A different file format, or a file lacking one or more of these fields will delay setup for the election.
Roster File*

This must be a .CSV file or an Excel file (.XLS or .XLSX).
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Remaining Details
YesNo
YesNo
Association Photograph(s)

If available, please upload one or more high-resolution photographs from the association. Sotol Technologies may or may not use these to help produce ballots, invitations, or other collateral. A photograph from a modern cell phone, if sharp and relatively-well composed, will usually work.
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Additional Notes
Enter other details or clarifying points here.
Quorum: Initial mailed packet (stationery and postage not included); Up to three email campaigns; Optional postcard (stationery and postage not included); $425 up to 500 units; $50/additional 100 unitsQuorum Lite: Up to three email campaigns; No postcard; Statutorily-required initial mailer (stationery and postage not included): $300 up to 125 units; $350 up to 250 units; larger associations not eligible
Initial mailed packet (must request at time of order)Mid-election postcard (may request at time of order or during election)
Acceptance
I agree and accept the terms and fees.
Should be Empty:

Election Parameters

Community Details

Dates and Places

Ballot

Directors Election

Other Ballot Measure(s)

Neighborhood Roster

Remaining Details

Acceptance