Minutes - Election Committee


June 8, 2016 – 2:00 P.M.

ECIA Conference Room

1.  Call to Order

A quorum was established and the meeting was called to order by Chair Kathie Graham at 2:01 P.M.  Members present were Mary Cassidy, Butch Gorsuch, Bette Knight and Joe Loewy.  Board Liaison Todd Handy was present.

2.  Approval of Previous Minutes

Motion to approve the May 11, 2016 minutes was made by Joe Loewy and seconded by Mary Cassidy.  Motion carried by voice vote, 5-0.

Secretary Bette Knight will contact the ECIA office to have the April and May minutes posted.

3.  Approval of Agenda

Motion to amend the Agenda by adding A. ECIA Response to EC memo under Old Business was made by Bette Knight and seconded by Joe Loewy.  Motion carried by voice vote, 5-0.

4.  Open Forum


5.  Board Liaison Report

Board Liaison Todd Handy was welcomed to the committee.  The July 4th parade and picnic is being planned and the Board invites the community to come out and enjoy the fun.  Staff is working to resolve the problem with the kiddie pool.

6.  Old Business

A.  ECIA Response to EC memo of May 18, 2016

Committee members discussed the lack of response and follow-up concerning the Memo sent to the Board on May 18, 2016.  Motion to follow-up with a reminder memo was made by Mary Cassidy and seconded by Butch Gorsuch.  Motion carried by voice vote, 5-0.

7.  New Business

A.  Request for Quote process

Discussion followed as to the selection process of a printer for ballot materials.  Joe Loewy moved to put forth a request to the Board of Directors to instruct the General Manager to exclude any vender from printing election materials where ownership consists of a lot owner in Eldorado as well as a request to specifically exclude Allegra Printing from printing election materials due to violation of the Non Disclosure Agreement that occurred in 2015 election.  Bette Knight seconded the motion and motion carried by voice vote, 5-0. 

B.  Non-Disclosure Agreement

The committee was not able to compare and view the Non-Disclosure Agreements from 2015 and 2016.  Board Liaison Handy will request copies of the NDA so that committee members can discuss this matter at the next monthly meeting.  Suggestions were presented by Butch Gorsuch for consideration to be included in future Non-Disclosure Agreements.

8.  Policies and Procedures Review

Committee members began reviewing and discussing items to update and clarify the Policy and Procedures document.  Review will continue at next month’s meeting.

8.  Adjournment

It was decided to change the July meeting to the 20th.  The next regular scheduled Election Committee meeting will be on Wednesday, July 20, 2:00 P.M., in the Eldorado Community Center Conference Room.  The meeting was adjourned at 4:07 P.M.

Bette Knight, Secretary