Sun City Anthem Board Member Reports on Recent Board Election with Recommendations for Future

Sun City Anthem Board Member

Jim Mayfield

Discusses Recent Board Election

&

Recommendations for Change to the Board Manual

Conduct of Election Committee Members and Conduct of the Election

Although numerous complaints were received regarding the Election Committee and some of its individual members, I neither observed nor found evidence that support the allegations raised. 

My assessment is that the Election Committee performed its duties in a highly competent, objective manner, consistent with public standards for integrity and professionalism. 

The Election Committee has a distinguished reputation for conducting a fair, objective, honest election process and for creating the perception of an honest election. 

The 2015-2016 performed its work consistent with this reputation.

Conduct By Board Members

During my investigation of the alleged breakdown in the security of the ballots, facts were revealed to me that cause me to believe that actions by the President, Vice President, and Secretary were taken that caused a loss of the control over and accounting for Ballot Packages that were returned to SCA as undeliverable.

In my assessment, this breakdown was a result of a decision by the General Manager, encouraged by three Board members, that transferred the responsibility for collecting and accounting for the ballots to SCA's legal counsel instead of the Community Association Manager and using the long-standing process.

The process was changed without the knowledge or involvement of the Election Committee or the alternate liaison to the Election Committee. 

This omission:

The advice of the Election Committee nor the alternate liaison were utilized to in the making the decision. 

As a result, confusion and lack of accountability related to undeliverable ballot packages creates a perception that these ballots could have been subject to the potential for misuse. 

Because of the close race this year, this breakdown is troublesome.

I recommend:

1. Sections 7E and 7F be modified to provide a procedure for the collection, control and accounting for the undelivered ballots the day of the ballot counting,

 and

2.  the Election Committee should insist that no changes be made to the election process without the knowledge and counsel of the Election Commitee.

Perception of Objectivity of Board Liaison

The Board liaisons should be subject to the same confidentiality and limitation of support for a candidate(s) as the members of the Election Committee. 

Furthermore, if a compliant is filed by the spouse or relative or a member of the EC or a Board liaison, that person should recuse themselves from the matter. 

The assertion by the lead liaison that he was not subject to the same rules as members of the Election Committee may be technically correct, but such lack of understanding conflicts of interest created distrust of the election process within the community.

Allegations of Misuse of Club Rosters and E-Mail Lists

Allegations were made regarding the use of club e-mailing lists by Board members and others to solicit the votes on behalf of candidates.  These allegations could not be verified. 

However, common sense certainly supports the conclusion that control of the lists provides the opportunity for the unauthorized use of such lists. 

Therefore, I recommend that the Election Committee request that the CLSC (?) investigate controls over such lists and whether former club officers are instructed to return all lists to the club at the end of their tenure.

Backup Ballot Counting Machine

The ballot counting machine malfunctioned during the counting.  This caused a backup machine to attempted to be used that had not been tested nor did it work. 

As a result, a manual procedure was used to complete the counting of votes. 

This was an inexcusable breakdown because the requirement to have a tested backup counting machine was identified as a requirement in previous years. 

The Election Manual should contain a requirement for the counting machines, including their software, to be tested using a test deck of ballots the day before the counting of the ballot. 

The test should be conducted in the presence of the Community Association Manager and two members of the Election Committee.


      Dick ArendtJune 7, 2016 at 9:29 PM

1. Note: 
   
   We have learned from a reliable source that the individual suspected of impropriety was current Association president, Rex Weddle.
   
   In addition, the three board members referred to the article alluding to the apparent breakdown include Treasurer, Thomas Nissen, Secretary, Bella Meese, in addition to former President, Jean Capillupo.