How are board members elected? A guide to winning the right way

How are board members elected?

Condo/co-op board members in NYC are generally elected by unit owners or shareholders according to the building’s governing documents, often at an annual meeting. For co-ops, shareholders vote by shares; for condos, votes are usually weighted by the percentage interest in the building. The process must follow the building’s bylaws. If the board strays from those rules, the election can be challenged.
 

How long do board members serve?

The length of a board member’s term depends on the building’s bylaws and house rules. Many NYC bylaws provide for staggered terms (e.g., two- or three-year terms), so not all seats are up for election at once.

Sometimes, all seats are elected at once if the board is newly organized or transitioning from developer (sponsor) control. The term duration and whether re-election is allowed will typically be spelled out in the bylaws or proprietary lease.
 

How to win the right way

Here are five key considerations for candidates who want to run for a seat on their condo or co-op board:

1. Understand your governing documents

   The first step to running a successful campaign is understanding how your building’s election process works. Review the bylaws, proprietary lease, or declaration to learn how nominations are submitted, how proxies work, and what quorum is required. In co-ops, shareholder voting is often based on share allocation; in condos, it’s generally based on ownership percentage. These documents also specify the timing of the annual meeting and the required notice period. Knowing the rules helps you campaign within the process and demonstrates professionalism to your neighbors.
    

2. Build credibility and focus on solutions

   Owners respond best to candidates who focus on improving the community, not criticizing others. Identify two or three practical priorities like maintaining reserve funds, improving communication, reducing operating costs, complying with new local laws, or addressing maintenance issues efficiently, and explain how your experience can help.
   
   If you have a background in finance, engineering, or law, highlight how those skills can contribute to board work. Be positive, concise, and specific. A constructive message is more persuasive than one that focuses on past conflicts.
    

3. Communicate directly

   Most successful candidates reach out to neighbors personally by email, flyers, or friendly conversations in the lobby. Respect building rules on campaigning, such as where materials can be posted or distributed. Personal, one-on-one contact tends to be more effective than mass mailings, especially in small or mid-sized buildings. Consider preparing a one-page candidate statement that outlines your background, goals, and willingness to serve. Keep it neighborly and professional.
    

4. Understand the power of proxies

   Proxies are a crucial part of any NYC board election. A proxy allows an owner or shareholder who can’t attend the meeting to delegate their vote to someone else. Each proxy must be signed, dated, and compliant with your governing documents to be valid. Managing agents typically verify and record all proxies before the meeting to maintain accuracy. If you’re campaigning, educate your neighbors about how proxies work. Many residents don’t realize they can vote even if they can’t attend.
    

5. Work with your property manager

   Condo/co-op property managers are responsible for administering the election process and maintaining neutrality. Work with them professionally to confirm deadlines, submit materials on time, and verify your eligibility. At the annual meeting, follow the building’s procedures for speeches and voting. If an inspector of elections is appointed, let them handle any questions or disputes.

What to expect on election day

The annual meeting is where the election formally takes place. Owners or shareholders check in with management or the inspector of elections to verify eligibility, receive ballots, and cast votes. Candidates should expect to make a short speech, typically two or three minutes, summarizing their goals and qualifications.

Keep remarks positive and focused on community benefit. In many buildings, ballots are counted immediately following the meeting, and results are announced that night. If a quorum isn’t reached, the meeting may be adjourned and reconvened. Existing proxies generally carry over to the adjourned meeting unless the proxy says otherwise.
 

Co-op board election process

In a co-op, election rules reflect corporate and shareholder governance. Shareholders generally vote by shares based on the proprietary lease. The annual meeting of shareholders is the usual setting for elections. Quorum must be met for votes to count, and proxy voting is typically allowed. Inspectors may be appointed to oversee voting, especially in contested elections.
 

Condo board election process

Condo boards are generally governed by the condominium declaration and bylaws rather than corporate law. In condos, unit owners vote according to their percentage interest, though some buildings allow one-vote-per-unit systems.

Elections take place at annual meetings; proxies are commonly used. As in co-ops, quorum requirements and inspection rules come into play. Some condo boards also permit online or hybrid voting, provided it aligns with the governing documents.
 

After the election

Once elected, board members take on a fiduciary duty to act in the best interests of all owners or shareholders. That means making informed decisions, keeping records, and following the governing documents carefully. New board members often attend an organizational meeting immediately after the election to assign officer roles, review management contracts, and set meeting schedules.

Property managers typically assist by providing orientation materials, key documents, and summaries of ongoing projects.

Experienced boards often pair new members with veteran directors to help them get up to speed quickly and avoid common board member mistakes. This mentorship keeps the board consistent and helps new members make confident decisions.
 

How FirstService Residential can help

At FirstService Residential, we’ve helped hundreds of New York City condo and co-op boards conduct fair and compliant elections each year. Our local property management teams coordinate every detail, from notice distribution and proxy collection to vote counting and recordkeeping, so boards can focus on leadership, not logistics. We also provide training and guidance for new board members, helping them understand their roles and responsibilities, review governing documents, and plan their first meetings confidently.

Contact FirstService Residential today to learn more about how we can support your next election and help your board operate efficiently year-round.

This information is provided for general informational purposes only and is not intended to constitute, and should not be relied upon as, legal, regulatory, financial, or operational advice, or as a representation or guarantee of any specific services, capabilities, or outcomes. Property management needs, regulatory requirements, market conditions, and available services vary by jurisdiction, property type, and community. FirstService Residential provides services through locally based affiliates and associates, and services and results may vary by community, region, contractual terms, and applicable law.