The QuadProTeam candidates for the February 15th Quadomain I & IV association offer the following observations on this year’s Board election process to date:
- The buildings have a large number of seasonal residents (but full-time owners!). In prior elections many did not receive ballots in time to allow participation. This year the Board appears to be repeating the same mistake, and it is not clear that the office would resend ballots by express mail delivery if they are notified of no reception.
- On numerous occasions, QuadProTeam has requested an update of the mailing status, but we have yet to receive a proper answer. It is unacceptable that ballots and documents that were available twenty days ago are still not in our Quadomain mailboxes, not to mention those of our Canadian, Latin American, and out-of-state owners.
- Communication relating to the election is clearly lacking. Owners have not been told when the ballots were mailed, when they should expect to receive them, or what action they must take if they have not received their ballot by a certain date. Emails are received almost on a daily basis for other notifications, but none for such an important matter!
- The Zoom meeting to explain to owners how to complete their ballots, which has been scheduled for January 31st for some time, was postponed without notice because owners have not received their ballots. A pro forma ballot could easily have been provided for that purpose.
- The ballot box used for collecting voting envelopes is kept in the administrative office. The box is secured with a lock, and the key to the lock is kept in the administration office. Board members, including those running in the current election, have access to the office at all hours. We are not impugning the character of the administrative staff or board members, but this is a highly irregular situation. We believe the lock should be provided by the association lawyer, and the key should be in their possession until the ballots are counted. Alternatively, the other candidates should be able to provide a second lock as well as a seal to the box.
- We are aiming to conduct electronic voting for the next election cycle, but we understand that certain owners may not be fully on board or capable of using the computer for this process. Therefore, the above would still be applicable for future elections.
- Finally, candidates need to be able to reach owners during election campaigns, and we recommend that the administrative office provide candidates with an official email list of all owners that opt in for receiving election material through email.