DEERFIELD NEWS CONNECTION

 

From the Receiver:

4/22/2025

 

MEMO REGARDING ELECTION PROCESS

 

This will serve to update you on the status of the election and to explain what you can expect for the process of casting your ballots for the election of Directors. I apologize for the delay, but we had some procedural issues that arose and had to be addressed. We have now resolved those issues, and ElectionBuddy is ready to proceed.

 

As I mentioned previously, the election will be handled by ElectionBuddy. The following bulleted points are an explanation of the process which has been furnished by  ElectionBuddy:

 

●     An email will be sent to you with your link to your electronic ballot.  Emails will be sent at 9:00 am on April 23, 2025.

 

●     This email is sent from the email address invitations@mail.electionbuddy.com.

 

○     Please be sure to give your entire inbox (including your junk/spam folder, or any other alternative inbox folders that you may have) a search for an email from invitations@mail.electionbuddy.com   if you don't see it in your main inbox within 15 minutes of the vote opening.

 

○     You will receive an email for each property you own, this may be nested in the email chain. You will have to cast a ballot for each property.

 

●     The email will include a unique link (with one unique link per ballot/property owned). To start voting, you will click on this link.

 

●     Upon following the link you will be brought to the ballot which will contain the instructions and the ballot information. You will select your options based on the instructions provided.

 

●     After you have selected your choices select “Continue”.

 

●     You will be brought to a page allowing you to verify your vote. If all looks correct select “Submit” if there is an error please select “Edit”.

 

●     Once your vote has been submitted you will see a confirmation page.

 

●     If you have not voted by the midway point of the election, you will be sent a postcard with your access key, and a QR code you will be able to scan in order to cast your ballot.

 

There are about 40 properties for which we have no email address.  Those properties will receive their link by a postcard which will be mailed within 2-3 days after April 23, 2025.  You will be sent one postcard for each property owned. Follow the instructions above for voting if you receive a postcard.  You will have to follow the procedure for each property owned.

 

You should vote for no more than nine Directors. Ballots with more than nine votes will be disqualified. If you do not want to vote for nine, you may vote for less. You may also abstain totally from voting. A quorum will be declared if at least 10% of eligible properties cast a vote for at least one director.

 

If you own more than one lot, you will receive a separate email for each property you own, and you will have to follow the procedure for each property that you own.

 

Your vote will be cast electronically and not by mailing in a written ballot.

 

The list provided to ElectionBuddy for voting is a list of property owners as of December 31st, 2024. We recognize that some properties have changed hands since December 31st, 2024 but we had to establish a cutoff date for record keeping. Therefore some people may receive an email or postcard even though you have conveyed your property.

 

ElectionBuddy has controls that will prevent more than one vote being cast for any property. If two votes are received on a property, both votes will be disqualified, and that property will not be voting in this election.

 

If, after following the instructions from ElectionBuddy above, you have not received an email or postcard by April 28th, you should contact ElectionBuddy at  invitations@mail.electionbuddy.com  and report that you have not received an email or a postcard inviting you to vote. You can send that request or notification to the HOA’s webmail address, but that will only delay the process as I will have to process that email and get it to ElectionBuddy in order to correct the error or determine what happened.

 

Votes can be cast until 4:00 pm on May 23, 2025.  After that time the “polls” will close (the links will no longer be actionable), and no further votes may be cast.

 

ElectionBuddy will tally the results and report them to me. The nine nominees with the highest number of votes will be elected. The top three vote getters will serve a three year term, the next highest three will serve a two year term, and the remaining three will serve a one year term. I will report the results to the Judge, and she will instruct me as to how the results will be announced, and she will also give instructions as to how the Board of Directors will assemble for its initial meeting.

 

H. SCOTT REAMS, RECEIVER

 

Open Deerfield Resort HOA Website

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