Safeguard your Election against attempted Fraudulent Voting!
AV follows and utilizes industry-standard security measures. However, your set-up decisions can expose vulnerability to election fraud, particularity when it come to voter login credentials. Voter fraud on our AV platform has been rare; however, each case was related to the creation of insecure login credentials. Following the below guidelines when creating your login credentials will help you deter fraudulent voters.
Require 2 login credentials. A single voter credential is much easier to guess or manipulate.
Don’t select easily guessable credentials for voter login. If your set up is something like Email and Last Name, unfortunately, there could be a published directory that has this information. You know your members; so ask yourself this question: is the credential something that is well-known to other members, or just known by the individual voter? Your 1st voter credential should uniquely identify the voter, and the second one only the voter knows (and you have in your database) to make it more secure.
If your member records are limited to public profile information such as name, address, email, etc., consider requiring an AV system-generated password as a credential. The password is unique to each voter and limited to a single election.
Want to maximize your fraud-prevention? Utilize AV’s voter verified email service. Members receive a unique, coded URL that requires them to access their email of record to cast their ballot. Using advanced secure encryption signatures, we provide a second layer to confirm your voters’ identification by validating through their email of record with your association.
Tools to Investigate and Squash Fraud Voting!
While the thought of voter fraud can be alarming, AV offers tools to help you quickly investigate any fraud claims and monitor for unexpected activity. So you can squash any potential threats ASAP and retain the integrity of your election. Here are the tools available to hep you investigate fraud:
Voting Receipt: Utilize the AV Voting Receipt email feature. Your voters will raise the red-flag if a confirmation email is received prior to the voter casting a ballot.
Failed Login Tracking: You can see failed login attempts from the Voting Manager administrative portal. Useful for monitoring for potential fraudulent login activity. You can sort and search by IP address and attempted login values to see trends or find details for a specific user credential.
IP Reporting: Check out our IP reporting option to review IP address and Browser agent details regarding each ballot cast. Sort the report by IP address to look for trends.
IP Address Location: You can use an online tool, such as https://www.iplocation.net/ to look up the general location of the IP address. Be careful; you can only get so much public information from an IP address. You cannot always identify someone exactly, and they can be shared or moved by the cable or broadband company.
Support: At any time, you can request help from the Association Voting support staff.
For more details on fraud monitoring and election security, please reach out to us!
Many organizations grapple with voter apathy. It can be problematic when a quorum is required, and in some instances, it can be downright detrimental to the operation of the association. However, this year can be a year of unprecedented voter turnout! We have assembled a list of suggestions to turn your election from dud to dynamite:
Online Election: We have seen an increase in turnout for most associations when switching to online elections, but it depends a great deal on where you start as well as what’s on the ballot. Some of our customers have seen a doubling or tripling, and this has allowed some to achieve over 50% participation in proxies for a quorum of 50% of the unit owners (HOA EXAMPLE), but others which started low (e.g., less than 5%) saw more engagement but it was not a panacea (e.g., they grew to 10-15%).
Communication Strategy: Associations that have had the best results have used a multi-channel approach to getting the word out, including election information in all the communications (Call to action: vote on line). Include pertinent online election information in all existing communications: posting in the newsletter, common areas/forum, website; pushing notifications via association’s app; emailing before the election, at the start of the election, and during the election.
Incentives: We have a group that had a change in management, but continued with the following program their first Voting Manager set up to move turnout from apathy to a quorum: They reward voting participation by providing a 10% discount on their association fee in the month after the close of the election.
Multi-Year Proxies: One of the newest things we’ve heard of is multi-year proxies. We haven’t seen this in practice much as of yet, but the idea is, get the proxy, keep it on file for five years, and the board is authorized to vote a quorum/present for that person, so that you’re able to get to the quorum without them taking a position on any particular issue. For this one, you’d have to ask your association counsel, because this is a new thing that is not allowed everywhere, and we have the impression it’s a minority of places where it’s allowed.
Single Sign On (SSO): Make it easy for your members to vote directly from your AMS or mobile app with SSO. AV integrates with the R@H app platform and iMIS to eliminate extra steps for your voters!
Did I vote for Jamie Smith? I CAST my ballot, right? No more emails or calls regarding ballot selections and cast ballot confirmation. AssociationVoting.com has always provided a Voter Confirmation page and an easy to find PRINT button so your voters can save a copy of the voter receipt. But now we also email the Voter Cast Ballot Receipt directly to the voter’s inbox - alleviating any questions regarding selections and counting. To ensure your voters receive the Voter Cast Ballot receipt via email, simply select Voter Receipt in the election set-up process and include email addresses in the Eligible Voter credential list.
On-line voting for Home Owner Associations has just been approved in Florida. Let Association Voting (AV) provide your group with an Internet-based online voting system that will meet the criteria of that law while providing your members with an outstanding online voting experience. We can generate unique and secure credentials if you don’t have them (using our Voter Verified announcements), and, even if you don’t have everybody’s email, our Postcard Announcement service can send personalized postcard notifications to any member who does not have email. Groups who have participated in on-line voting with AV find that they have more votes and greater participation in their elections and policy voting activities, than previously with meetings requiring a quorum to proceed.
Contact us today for all of your election needs in the Sunshine State - we are excited for the opportunity to help your association vote online!
“Proxies have increasingly become an important element in homeowners associations, and yet they remain a point of confusion for many board members. Proxies can be utilized to benefit the community aspect of a homeowners association, acting as a stand-in for absent residents. Such a tool as a proxy can be indispensable to a well-functioning HOA…”Source: AssociationHelpNow.com
Proxy voting expands the opportunities for home owners and condominium owners to participate in association governance and policy-making. More importantly, proxy ballots may be necessary to ensure a quorum is met. Typically a proxy is used when a member cannot attend a meeting. The proxy holder must appear at the meeting to cast a ballot on behalf of the proxy giver.
There are two types of proxies:
A general proxy allows the proxy holder to vote without restriction, allowing him to exercise his discretion.
A limited or directed proxy restricts the voting power of the proxy holder. The restriction may relate to voting at a specific event or on a specific issue or may direct how the proxy holder must vote,
AssociationVoting.com support both types of proxies. Want to move your proxies for your board election or annual meeting bylaw propositions online? Learn more
In 2012 with AssociationVoting’s support MAAR tripled the association’s voter turnout as compared to the previous 3 years! 2012 was the first year MAAR utilized online election service from AssociationVoting. AV provided email announcement service with turnout booster for the MAAR Board of Directors election. After each email blast MAAR voter turnout incurred a double digit uptick compared to the period prior to the email blast!
The results speak for themselves — The MAAR voter turnout increased 3 fold to 31% with AssociationVoting!
Let’s face it, the majority of the ways you save time and money in our digital world is by utilizing online software. You use your online & mobile calendar, all of your contacts are digital, and you even bank online. Online Voting saves you time, money, and is 100% secure. No tedious hand counting ballots, no need to beg for volunteers, no long lines at the post office. AssociationVoting.com also offers a hybrid election service to help make the transition.
Check out the cost estimator here to see just how much money your group can save by switching to online voting!
Click here to request a FREE demo of our online voting platform. You’ll be impressed
The California /Nevada /Arizona Automotive Wholesalers’ Association partners with Association Voting to run their online elections. Why? Association Voting offers affordable online elections and numerous customizations or add-on services to it’s election platform that makes member base management tasks easy for the association management team. For a price less than most online elections alone, Association Voting offers a seamless election service and collects member record updates for the association. Currently AV requests CAWA voter’s confirm or update their email address of record to ensure CAWA can continue timely communications with its members. Learn more about other customization opportunities!