Minutes - Election Committee

ELECTION COMMITTEE MINUTES

April 12, 2017 – 2:00 P.M.

ECIA Conference Room

1.   Call to Order

      A quorum was established and the meeting was called to order by Chair Bette Knight at 2:00 P.M.  Members present were Mary Cassidy, Butch Gorsuch, and Kathie Graham.  Board Liaison Todd Handy was present.  Jeanne Calzada was present as a guest.

2.   Approval of Previous Minutes

      The March 8, 2017 minutes were approved via e-mail and have been posted on the ECIA webpage.

3    Approval of Agenda

      New Business - Bette added item F. Board Liaison.

      Butch moved the Agenda be approved as discussed.  Mary seconded the motion.  Motion passed 4-0.

4.   Open Forum

      None.

5.   Board Liaison Report

      Todd reported that one of the HOA Acts was passed but was vetoed by the Governor.  Even if the act had been accepted, Eldorado is already following the procedures so we are in good shape. 

6.   Old Business

      A.   Election Checklist Update

            Completed items were updated on the list.

      B.   Ballot Counting Invitation for BOD Candidates and Observer Rules

            These two documents were emailed and letters mailed on April 12th by the Chair to the candidates and to the current Board of Directors.

7.   New Business

      A.   Interview

            Jeanne Calzada was interviewed for the open position on the Election Committee.  Mary moved the Election Committee request the Board of Directors add Jeanne as a full Election Committee member at the April 20, 2017 Board meeting.  Butch seconded the motion.  The motion was passed 4-0.

            Liaison Todd Handy was asked to present our request to the Board.

      B.   Officer Replacement

            Upon Joe Loewy's resignation, we need a Vice Chairman.  Mary moved Butch be appointed Vice Chairman.  Kathie seconded the motion.  Motion passed 3-0, Butch abstaining.

      C.  Ballot Counting Procedures

            Quorum Proxy Statement - Valid or Invalid and Ballot - Valid or Invalid

            We discussed the criteria and conducted some scenarios regarding a valid or invalid QPS and the ballot.  These criteria can be found in the Election Procedures.

      D.  Supply List for Ballot Counting Day

            Kathie emailed Gloria on 4/10/17 the list of supplies and she will pick them up on April 25th. 

      E.   Video Stream for Ballot Counting Day

            Butch will discuss with Mike about a semi-permanent situation regarding the cable from the Conference Room to the living room television. 

      F.   Board Liaison

            Todd said the committee liaisons won't be decided until the organization meeting of the incoming board.  Committee members can make suggestions to Bette.

8.   Adjournment

      The meeting was adjourned at 3:40 P.M.

      The next regularly scheduled monthly meeting will be held on Wednesday, May 10, 2017, 2-4 P.M. in the ECIA Conference Room.

Respectfully submitted,

Kathie Graham, Secretary

ELECTION COMMITTEE MINUTES

March 8, 2017 – 2:00 P.M.

ECIA Conference Room

1.   Call to Order        

      A quorum was established and the meeting was called to order by Chair Bette Knight at 2:04 P.M.  Members present were Mary Cassidy, Butch Gorsuch, Kathie Graham and Joe Loewy.   Board Liaison Todd Handy was excused.  Sue Daniel was our guest.

2.   Approval of Previous Minutes - February 8, 2017

      The February 8, 2017 minutes were approved via e-mail and have been posted on the ECIA webpage

.

3    Approval of Agenda

      Butch noted that the OneDrive Tutorial under New Business may have to be cancelled if the equipment doesn't operate.  He requested that it be the last item on the agenda. 

      Bette requested that under New Business - E.  Board Motion regarding MIGS be added. 

      Butch moved that the Agenda be approved as discussed.  Mary seconded the motion.  Motion was approved 5-0.

4.   Open Forum

      Joe Loewy announced that he had just delivered his resignation to Isabel.  He regrets having to do so but feels it is necessary and left the meeting.  Joe has been a valued member and his contributions to the Election Committee will be sorely missed.

5    Board Liaison Report

      None.

6.   Old Business

      A.   Election Checklist Update

            The Election Checklist on OneDrive for Committee review.

      B.   Printer for Election Materials

            Printing company Ambitions was chosen to print the Annual Report and the election documents and envelopes.

      C.  Procedures

            The revised Election Procedures were approved by the ECIA Board at their February 16, 2017 meeting.  The Procedures are on the webpage for Members to view.

      D.  Candidate Forum/Meet and Greet-March 14, 7-9 p.m., Railroad Building

            Mary advised the room setup and supplies had been discussed with the Staff and plans made.  Bette will be Moderator and Kathie will be timer.  All Committee members will greet the attendees.  Attendees will be able to write questions on provided 4x6 cards for candidates to answer at the April 8th forum.  The 4x6 cards will be hand-delivered to the General Manager or may be submitted by email.  Questions are due by 5:00 pm, April 3.  The Committee will meet April 4th at 10:30 to go over the submitted questions.

            Bette provided the GM with information for an E-Blast to be sent out this week regarding the March Forum.

7.   New Business

      A.   Several documents utilized in the election process were reviewed, edited and finalized.

      B.   The second Candidate Forum on April 8th was discussed

      C.  In April, the General Manager will send invitations to the candidates for the Board of  Directors regarding observation of the ballot counting process on April 28th.

      D.  Changes in the organization of documents in the Election Events on OneDrive were discussed.  Butch will take care of the changes.

      E.   Board Motion regarding MIGS

            The Committee discussed the Board's motion and agreed to respond with corrections and appropriate suggestions. 

8.   Adjournment

      The meeting was adjourned at 4:17 P.M.

      The next regularly scheduled monthly meeting will be held on Wednesday, April 12, 2017, 2:00 P.M. in the ECIA Conference Room.

Respectfully submitted,

Kathie Graham, Secretary