Administrative issues relating to Extraordinary and Annual/Ordinary meetings
1 Jon Kantor will be acting as the Zoom host for the meetings. I will be forwarding in separate emails the zoom meeting access information. My apologies in advance for the number and length of emails you are going to receive.
2 There are 2 separate meetings. The first meeting is a Special/Extraordinary meeting with the primary purpose of clarifying the membership provision of the Bylaws and a consequential residence provision. Only members who were admitted to Vecinos before February 21 2020, are eligible to vote at that meeting. NOTE the notice of meeting in english incorrectly states the time of the first call. The spanish is correct. The first call is for 9.30am and the second call is for 10. am (see call information in #4)
3 The Annual/Ordinary meeting is the usual meeting with board reports, proposed budget, and election of the Board. Only members who were admitted to Vecinos before February 21, 2020 form part of the quorum for the meeting. Members who have joined Vecinos since that date become eligible to participate and vote at the meeting as soon as they are formally admitted to membership (item 5 of the meeting agenda)
4 Calls. For each meeting, the formal notice from the President of Vecinos contains a first and a second call a half-hour apart. The purpose is to ensure that if there is not a quorum at the first appointed time then by virtue of the second call, the meeting may proceed with those members attending in person, on zoom or by proxy
Attendance of members in person, by proxy and by Zoom
5. Seats
Attendance at La Buena Vida will be limited because of covid restrictions. Current Board members and some candidates intend to participate in person. If you wish to attend in person, please let me know so I can allocate a seat for you. Non-members may also attend as observers if there are sufficient seats. I am keeping a seating list and will confirm if there is a space for you the day before the meeting.
6 Proxies/Carta Poder
If you are an existing or new member and are unable to attend in person or by Zoom, but wish to be represented at the meeting you may complete a proxy form (carta poder). Attached to the proxy form is a list of candidates standing for election to the Board. If you wish your proxy holder to vote strictly in accordance with your wishes, please indicate your choices on the list (you may choose to sign it and have your signature witnessed for greater certainty). You may also indicate on the proxy that a completed list is attached. If you choose not to sign your choices on the candidate list there is no way to verify that your proxy holder followed your wishes. The completed proxy form together with the completed list, if applicable, must be emailed to your proxy holder and to our independent meeting host, Jon Kantor [email protected] not later than February 16. Your proxy holder must bring a copy of the proxy to the lawyer and scrutineer for verification before the meeting. Please note we are still in discussion with our lawyer about the format of a limited proxy and will provide further information if required.
For those who do not read Spanish an unofficial translation of the proxy (carta poder) is also attached. But the Spanish version of the proxy form must used in order to be legally valid in Mexico.
7 Quorum, Meeting attendance and vote. The quorum for the meeting will consist of the members who have accessed the meeting on Zoom, those who are in attendance at La Buena Vida and all proxies received by the lawyer. BUT if you intend to vote for candidates on line on ElectionBuddy, you are required to “attend” the meeting (ie log into zoom) for your vote to be valid. In such a case it may be necessary for the proxy to be limited to all matters except the election. Further explanation will be provided if necessary after consultation with our lawyer.
8 ZOOM invitation link and polling
All members who were admitted on or before February 21, 2020 will receive two Zoom invitation links. Members who have joined since February 21, 2020 will only receive the Zoom invitation to the Annual meeting. Voting on most agenda items will be by “poll” on Zoom or a show of hands in person.
9 Election Buddy software for voting for Election of Board
Vecinos will be using ElectionBuddy software to ensure the integrity and legality of the election process. Jon Kantor will generate unique ElectionBuddy codes for each member to access the secure electronic voting system. The codes will be generated on the morning of February 17, you may need to check your spam/junk folder for the ElectionBuddy email if you don’t see it in your inbox. For those accessing the meeting on Zoom, the election of Board members will only be carried out on the ElectionBuddy software. If you are attending the meeting in person, you have a choice, you may vote on ElectionBuddy or receive a paper ballot to complete at the meeting. Jon Kantor, together with the lawyer and the scrutineer, will ensure that no duplicate votes form part of the final count.
10 Questions during meeting
Members attending in person may ask questions relating to the agenda item under review. The President of the meeting (usually Beryl Van Lierop) will ensure that the meeting remains focussed on the appropriate item . Members attending by Zoom will have the opportunity to submit written questions during the meeting. The meeting host will direct the questions to the appropriate board or committee member.
11 Election Candidates
The list of candidates sent out on February 2, contains the names of all members who had indicated their interest in being elected to the board as of that date. The ElectionBuddy list and the in-person paper ballot contain provision for write-in candidates for all positions.
11 Non members
Any person interested in attending the meeting as an observer on Zoom is encouraged to do so. You will need to register with me for the meeting access code. However you will not be able to submit questions or vote. We request that you don’t participate in the zoom polls.
If you have any questions about the process and the above details, please contact me.
Finally, please reply to this email indicating that you have received it and the notice of meeting for February 17, 2022.
Thank you
Tandy Muir-Warden
Vecinos Treasurer and Director of 2022 Vecinos Election
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English unofficial translation of proxy – Spanish version must be used
Extraordinary Meeting/Power of Attorney/Proxy
I (full legal name), owner of (lot number and condo name and number if appropriate), Municipality of Tulum, Quintana Roo, grant a power of attorney in favo(u)r of MR/MRS/MS (name of proxyholder) to attend as my representative the extraordinary meeting of Members of the Association known as Vecinos de Akumal Norte AC to be held at 9.30 am on February 17, 2022 at La Buena Vida Restaurant in Akumal Norte, Tulum, Quintana Roo and authorize the proxyholder to take all necessary actions and to vote on my behalf at the meeting. This power of Attorney is signed today (day of month of year) Sincerely signature ................................................
Ordinary Meeting /Power of Attorney/Proxy
I (full legal name), owner of (lot number and condo name and number if appropriate), Municipality of Tulum, Quintana Roo, grant a power of attorney in favo(u)r of MR/MRS/MS (name of proxyholder) to attend as my representative the Ordinary meeting of Members of the Association known as Vecinos de Akumal Norte AC to be held at 11.00 am on February 17, 2022 at La Buena Vida Restaurant in Akumal Norte, Tulum , Quintana Roo and authorize the proxyholder to take all necessary actions and to vote on my behalf at the meeting. This power of Attorney is signed today (day of month of year) Sincerely signature
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