Guidelines on Voting Requirements and Procedure for Election of Board of Directors as per

DSHUD DO No. 2021-007

1. Voter Eligibility and Requirements
□ The voter must be a member in good standing of the homeowners’ association as of
3 months prior to the election date.
□ The voter must be at least 18 years old on election day.
□ The voter must be an actual resident of the subdivision/village/housing project.
□ The voter must not have any outstanding payments or violations with the
association.
□ The voter must present a valid ID on election day. Recommended IDs are driver's
license, passport, postal ID, SSS or GSIS ID, company ID, or voter's ID.

2. Election Committee Checklist

At least 1 month before election day:
□ Prepare the final list of qualified voters certified by the Secretary and attested
by the Treasurer.
□ Send notice of the election to all association members at least 2 weeks
before election day. Indicate date, time, place, and list of nominees.
□ Post notice of election in conspicuous places within the community at least 2
weeks before election day.
On election day:
□ Set up polling place with tables, chairs, pens, ballot boxes, etc.
□ Prepare the ballots with the names of the nominees.
□ Assign Committee members to man the registration desk, distribute ballots,
collect ballots, and count votes.
□ Ensure ballot boxes are empty and sealed before voting begins.
□ Record the serial numbers of ballots issued.
□ Require voters to sign against their names on voter list when given a ballot.
□ Collect voter's ballot after voting and seal once voting ends.
□ Count votes and record tally.
□ Prepare and certify Minutes of Election.
□ Submit election report to DHSUD Regional Office within 15 days.

Voting Procedure
□ Voter presents ID to Registration desk on election day.
□ Registration desk verifies if voter is on final list of voters.
□ If qualified, voter signs against his/her name on voter list and is given a ballot.
□ Voter proceeds to voting booth to fill out ballot.
□ Voter drops folded ballot into sealed ballot box.
□ Election Committee collects ballots and counts votes after voting closes.
□ Election Committee certifies results and declares winning candidates.
ELECTION FORMS AND DOCUMENTS CHECKLIST

□ Notice of Election
• Contains date, time, place, list of nominees
• To be sent to all members at least 2 weeks before election
• To be posted in conspicuous places at least 2 weeks before election

□ List of Qualified Voters

□ Prepared by the Secretary and certified correct
□ Contains names of all members qualified to vote

□ Voter's Affidavit
• Contains voter's name, address, signature
• To be signed on election day before given a ballot

□ Ballots
• Contains names of all nominees
• To be distributed to qualified voters on election day

□ Tally Sheets
• For counting and recording of votes per candidate
• To be prepared by the Election Committee

□ Minutes of Election
• Documents conduct of election, number of voters, votes per nominee, winners
• To be prepared by the Election Committee after votes counted

□ Election Returns
• Reports results of election
• To be submitted to DHSUD Regional Office within 15 days after election

□ Oath of Office
• To be executed by newly elected trustees and officers
 □ Certificate of Election
• Certifies the winners of the election
• To be issued to elected trustees and officers

□ Order of Proclamation
• Formally proclaims the winners of the election
• To be issued by the Election Committee

Some additional notarized documents that may need to be provided related to the
election:
□ Notarized proxy forms - If members are designating proxies for voting, the proxy
forms should be notarized to authorize the proxy.
□ Notarized voting instructions - If the association is allowing other modes like
electronic or mail-in voting, the voting instructions provided to members should be
notarized.
□ Notarized tally sheets - The sheets used to record and tally votes may be notarized to
certify the accuracy of the results.
□ Notarized certification of quorum - The Election Committee can issue a notarized
certification that quorum was met during the election.
□ Notarized resolution on election concerns - If the Election Committee had to issue
any resolutions related to the conduct of the election, the resolution should be
notarized.
□ Notarized certifications on qualifications - The Committee may need to provide
notarized certifications regarding the qualifications of candidates, voters, or proxies.
□ Notarized complaints/protests - Any written election complaints or protests should
be notarized upon filing.
□ Notarized waivers - If some election requirements were waived, the waivers can be
notarized.
□ Notarized authorizations - Any documents authorizing certain election-related
actions should be notarized.

Proxy Voting Procedure

□ The association bylaws should authorize and allow proxy voting. There should be
bylaws provisions on proxies.
□ The Election Committee should prescribe and issue proxy forms to association
members who request for one.
□ The proxy form should contain the name of the member, address, lot number, name
of proxy representative, voting instructions, and signature of member.
 □ The member issuing the proxy should sign the form and have it notarized to
authorize the representative.
□ The proxy holder should present the original notarized proxy form to the Election
Committee on election day for validation.
□ The Committee checks if the proxy form is completely and correctly filled out. The
proxy holder's identity is also verified.
□ If found valid, the Committee records the proxy by issuing a proxy certificate
allowing the proxy holder to vote for the member.
□ The proxy holder casts the vote following any voting instructions from the member.
□ If the proxy holder is also a member, he/she also casts his/her own vote.
□ The Committee retains custody of all submitted proxy forms and certificates as part
of election records.
□ Challenges to proxy validity can be filed before the Committee by the deadline for
election protests.
Following this process helps ensure all proxy votes are authorized and valid. The proxy
forms serve as evidence should there be any dispute.