The Annual Meeting is held in the month of October, for 2025: October 15, 2025 at the Beth-El Church,   

Attention all UPHOA homeowners:

BACKGROUND:

Following the 2024 election, managed by a third-party accounting firm, conducted using paper ballots at a total cost of approximately $7,000, your Board of Directors began a search for a more cost-effective, secure election solution.  After due diligence and reference checks with other HOA’s in Colorado, the firm Election Buddy was selected, at a cost-per-election less than a third of last year’s expense.

The 2025 annual election for Board Directors, ratification of the 2026 UPHOA budget, and adoption of the proposed revised, restated Bylaws will be held using Election Buddy’s secure, online election solution.  This Board Brief is intended as a voter’s introduction to Election Buddy’s secure voting process.

THE 2025 VOTING PROCESS:

Voting will take place before the Annual Meeting, beginning September 22 at 8:30 AM and ending October 10, 2025 at 8:30 AM. Due to Colorado HOA law, voting may not occur both before and during our annual meeting, so there will not be any ballots available at the annual meeting.  Rather, 2025 election results, minutes approval, the Bylaw amendment, all will be announced at the meeting.

Here are the steps to follow to have your vote recorded:

1.     First, before the polls open, you will receive a postcard via USPS and, if you gave UPHOA an email address, you will receive the same information by email:

The postcard will contain information such as a link to candidate Bio’s, a link to the proposed 2026 operating budget, and a link to the revised and restated Bylaws.  Annual meeting agenda,  voter support links, and election process FAQ links will also be provided.

2.     After you have read the election information, it’s time to vote.  Remember, the polls are open from September 22 at 8:30 AM and close at 8:30 AM on October 10.  Use either your cell phone and the QR code or your tablet, laptop or PC by clicking on the internet link.  

3.     To vote, enter your private, secure 16-character ID code and the ballot will be presented to you. The code may be used only once. 

4.     On the ballot for Board Directors, you will also have an opportunity to write in a candidate, but you may only vote for 3 candidates, total.

5.     If you are without a smartphone or unable to connect to the internet, the postcard will have information to help you request a paper ballot, sent to your home, and returnable before October 10 to Election Buddy election administrator, by US mail.

ELECTION INTEGRITY AND SECURITY:

ElectionBuddy is designed at its core to maintain election integrity. This includes:

·Establishing a secure voting link using 256KB SSL between the voter’s computer or smartphone and the ElectionBuddy servers. This is the same security that banks use.

·Keeping the voter choices anonymous. Voter’s choices are not linked to the voters and the election results cannot be watched  while the election is in progress.

·Allowing only eligible voters to vote. Only eligible voters are  allowed to vote using the access code provided to them and two-factor authentication. The code may only be used once to vote.

BALLOT APPEARANCE EXAMPLES:

The online ballots for smartphone voters and for tablet/laptop/PC voters are shown below. If a paper ballot is requested, it will have an appearance similar to the PC example.

WHAT IF I DON'T HAVE A COMPUTER, TABLET OR SMARTPHONE?

UPHOA has arranged for owners in this situation to receive paper ballots, delivered via USPS from Election Buddy and returned directly to them by mail.  These ballots must be received by Election Buddy before the open voting period ends.  The postcard notices will provide information about how to obtain a paper ballot if an owner does not have Internet access.

Thanks, UP HOA