Dear Residents,

We want to share an important update regarding the selection process and composition of the eQuinelle Resident Club Advisory Board for the upcoming term.

First, we want to express our sincere gratitude to everyone who stepped forward and submitted a nomination. We experienced fantastic engagement this year, receiving 6 nominations for the 5 available positions. This high level of interest reflects the strong community spirit and dedication that makes eQuinelle such a wonderful place to live.

Context & Board Decision

Under normal circumstances, an election involving a membership-wide vote would be held when nominations exceed open vacancies. However, because the timeline remaining in the current cycle did not allow sufficient time to organize and complete a full, formal election before the term change, the Advisory Board faced an operational dilemma.

To prevent leadership gaps and maintain seamless continuity for our club's social, recreational, and administrative activities, the Advisory Board adopted a formal resolution on September 29, 2026.

Rather than leaving positions vacant or letting operations stall, the Board implemented an exceptional, time-limited transition plan:

• Appointments: The Board voted to appoint 5 members from the pool of nominated candidates to fill the open positions.
• Continuing & Transition Support: 2 current voting members will remain in office, and 3 outgoing members will transition into ex-officio, non-voting roles to support onboarding.
• Governance Compliance: This establishes a 10-person total team with 7 voting members, fully satisfying our Governance Manual requirement of maintaining a minimum of 6 voting members.
• Future Eligibility: All nominees who were not appointed during this specific cycle remain fully eligible and encouraged to run in future elections.

The full text of the resolution is recorded in the minutes of the September Board meeting, available on the Resource Library page of the website.

Addressing Governance & Transparency

We acknowledge that bypassing a standard vote due to time constraints is an exceptional step. Members of our community have rightly raised questions regarding the democratic process, alternative options (such as extending terms or postponing votes), and the importance of strict adherence to our Governance Manual.

Please be assured that this resolution is a time-limited, one-time administrative measure for this specific cycle only; it does not amend or permanently alter the Governance Manual. Furthermore, the Board is committed to reviewing our election schedules and nomination timelines moving forward to ensure that future candidate pools have ample time for full membership-wide voting processes whenever candidate numbers exceed vacancies.

We look forward to introducing your Advisory Board at our upcoming Annual General Meeting on October 29, where we can discuss this further and answer any questions you may have.

Thank you for your understanding, patience, and continued commitment to our community.

Warm regards,

eQuinelle Resident Club Advisory Board