Tuesday, August 6, 2025

 

Hello fellow Co-Owners! It is already that time of year again for the Annual Election of Board of Administration here at Shadowbrook. There are a few items in this letter/email to provide some dates and details for the upcoming vote.

 

The Shadowbrook Board of Administrator’s election will take place on the Third Tuesday in August which is August 19, 2025 at the Community Clubhouse, from 4PM – 6PM.

Our Bylaws state our Annual Meeting should be held the second Tuesday of August at 4pm, however due to a few circumstances and scheduling conflicts it was necessary to move it to the Third Tuesday of August so that proper notice could be given.

Article II Section 2 of the Bylaws have complete details regarding the annual election of Board of Administration. A copy of the bylaws is available for your convenience on the website www.myshadowbrook.com

Voting will follow the Shadowbrook Horizontal Property Regime Bylaws Article II Section 3 VOTING. Each Co-Owner is entitled to one vote in person or by proxy, for each apartment owned by such Co-Owner. A maximum total of 96 votes can be cast. This means that each Co-Owner votes for only one person as a Board Member and the top 5 greatest number of votes will determine the Board of Administration. In the past Co-Owners may have voted differently but please take note that only one vote for each unit owned will be counted. Votes will be cast in person or by proxy. You will be asked how many ballots you need when you arrive at the clubhouse.

If you desire to use a proxy form for your vote, one is included with this letter/email and more will be available online on our website under downloads or submit online.
Please visit www.myshadowbrook.com/downloads

Proxy forms must be received by Monday, August 18, 2025 by 6pm. Proxy forms cannot be accepted the day of the election. A Proxy form simply allows you to choose someone to vote in your place. This person must be named on the Proxy form and no other person may use the Proxy. The latest Proxy form received will be the only one that is authorized. A Proxy can be anyone of your choosing and is not required to be another Co-Owner. As an example, you may select your adult child that does not own or reside at Shadowbrook to be your proxy vote. Please keep in mind that an ID may be requested to match the name on the Proxy form.

 

 

 

 

Please review the following details concerning the election.

  • The election will be held at the clubhouse.

 

  • The election will start at 4:00 pm and conclude at 6:00pm on Tuesday, August 19, 2025. This will be a floating election, so you may come anytime between these hours to cast your vote.

 

  • If you are wanting your name on the ballot to be on the Board of Administration, you must submit your name to the board at the following email address: jim@qualifiedtechnology.com

You must have your name submitted no later than 5:00 pm on Sunday August 16, 2025 to be on the ballot. Write ins are allowed and a place on the ballot will accommodate.

 

  • If you are voting by proxy, you must have your proxy submitted to the board in person, online at myshadowbrook.com, USPS mailed to 220 Cooper Street, Box 1, Hot Springs, AR 71913 or email at jim@qualifiedtechnology.com and You must have your proxy submitted and received no later than 5:00 pm on Monday, August 18, 2025. 

All proxies will be posted in the clubhouse on the community bulletin board 24 hours prior to the election as stated in the Shadowbrook Bylaws.

`Thank you for your involvement and support to make Shadowbrook a great to place to live and call home!

 

Respectfully submitted,

Secretary of Board of Administration and Fellow Board Members.