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 Meeting

March 9, 2016 – 2:00 P.M.

Eldorado Community Center Conference Room

1.   Call to Order

      A quorum was established and the meeting was called to order by Vice Chair Joe Loewy at 2:02 P.M. Members present were Mary Cassidy, Dick Goldsmith, Bette Knight and Carol Tapke. Kathie Graham was excused.

2.   Approval of Previous Minutes

      The minutes for the February 3, 2016 meeting were approved by e-mail.

3.   Approval of Agenda

      A motion to amend the Agenda by adding: C. July Meeting Date and D. Board Appointments to #7. New Business was made by Dick Goldsmith and seconded by Mary Cassidy. Motion carried by voice vote, 5-0.

4.   Open Forum

      None

5.   Board Liaison Report

      None

6.   Old Business

      None

7.   New Business

A.   Candidate Forum

      Committee members discussed and finalized the details for the Candidate Forum, followed by a Meet and Greet the Candidate, to be held on Wednesday, March 16, 2016, 7-9 P.M. at the Railroad Building.

B.   Ballot counting procedure

      Committee members briefly commented on the procedures that are in place during the Ballot counting that will be on April 29, 2016, 9:00 A.M. in the ECIA Conference Room. The Alternate Liaison has been contacted to see if he would be available on that day to be present.

C.   July Meeting Date

      It was decided to keep the regular date of July 13, 2016 as our monthly meeting date.

D.   Board Appointments

      Committee members reviewed the current Bylaw wording concerning Board appointments.

8.   Adjournment

      The next regular scheduled Election Committee monthly meeting will be held on Wednesday, April 13, 2016, 2:00 P.M., in the Eldorado Community Center Conference Room.

      The meeting was adjourned at 3:50 P.M. with a motion by Carol Tapke and seconded by Mary Cassidy.

      Bette Knight, Secretary

 

Election Committee Minutes

February 3, 2016 – 2:00 P.M.

Eldorado Community Center Conference Room

1.   Call to Order

      A quorum was established and the meeting was called to order by Chair Kathie Graham at 2:06 P.M. Members present were Mary Cassidy, Dick Goldsmith, Bette Knight and Joe Loewy. Alternate Carol Tapke and Board Liaison Jeanne Calzada were also in attendance.

2.   Approval of Previous Minutes

      Members approved the January 13, 2016 minutes via e-mail.

3.   Approval of Agenda

      Motion to approve the Agenda as presented was made by Bette Knight and seconded by Joe Loewy. Motion carried by voice vote, 5-0.

4.   Open Forum

      None

5.   Board Liaison Report

      A community forum held on January 27, 2016 was well attended with good dialogue.

6.   Old Business

      A.   2015 Annual Report

      Motion to approve the 2015 Annual Report from the Election Committee as presented was made by Mary Cassidy and seconded by Joe Loewy. Motion carried by voice vote, 5-0.

      B.   Bylaws Forum – February 9, 2016

      The committee is preparing for the upcoming Bylaws Forum to be held from 7-9 P.M. in the Railroad Building. Protocol and setup details were discussed and finalized.

      C.   Update Bylaws Review Action List

      Joe will send an update to committee members as the copy machine was being repaired.

7.   New Business

      A.   2016 Ballot Format

      Suggestions to improve the 2016 Ballot were presented. Motion to accept and update the ballot was made by Mary Cassidy and seconded by Bette Knight. Motion carried by voice vote, 5-0.

8.   Adjournment

The next Election Committee meeting will be held on Wednesday, March 9, 2016, 2:00 P.M., in the Conference Room at the Eldorado Community Center. The meeting was adjourned at 3:43 P.M.

Bette Knight, Secretary

Election Committee Minutes

January 13, 2016 – 2:00 PM

Eldorado Community Center - Conference Room

1.   Call to Order

A quorum was established and the meeting was called to order by Chair, Kathie Graham at 2:14 P.M. Members present were Mary Cassidy, Dick Goldsmith, and Joe Loewy. Board Liaison, Jeanne Calzada was also present. Bette Knight and Carol Tapke are excused.

2.   Approval of Previous Minutes

A motion to approve the December 9, 2015, minutes was made by Joe Loewy and seconded by Mary Cassidy. Motion carried by voice vote, 4-0.

3.   Approval of Agenda

A motion to approve the Agenda as amended was made by Mary Cassidy and seconded by Dick Goldsmith. Motion was carried by voice vote, 4-0.

4.   Open Forum

      None

5.   Board Liaison Report

At the December 17, 2015 Board meeting, the 2016 Nomination Petition and Information and Instruction Sheet were approved by the Board.

6.   Old Business

      A.   Bylaws publicity report - Kathie provided a chart showing the initiated publicity items.

      B.   Bylaws: Article V, Section 8 - revisit

The Committee agreed that the wording as proposed was confusing and concluded a request be made to the Board to consider the replacement proposal. A motion was made by Joe Loewy and seconded by Mary Cassidy to amend the verbiage of Article V, Section 8 and present it at the February 9th Public Bylaws Forum for discussion. Motion carried by voice vote, 4-0. At the January 19, 2016 Work Session, Joe Loewy will present to the Board the new verbiage (see attachment) and the request to allow the Election Committee to present it to the public at the Bylaws Forum.

The Bylaws Review Action List will be updated to be in sync with the Election Checklist to send materials to the printer on March 4, 2016.

      C.   February 9th Bylaws Forum.

A brief discussion was held regarding the room set up and protocol. Details will be determined at the February 3rd Election Committee meeting.

      D.   Election Checklist.

            After a brief discussion, it was decided the Checklist did not need to be amended.

7.   New Business

      A.   Annual Report

The Chair provided a copy of the 2015 Annual Report for the Committee's consideration. It will be finalized at the February 3rd meeting.

      B.   Charter Review

The Chair provided a copy to the Committee for their review to determine if it needs revision. It was decided to not revise the Charter until the Election Policies and Procedures document has been revised and then revise the Charter as needed.

8    Adjournment

The next meeting will be on Wednesday, February 3, 2016, 2:00 – 4:00 P.M. at the Eldorado Community Center Conference Room.

      The meeting was adjourned at 4:01 P.M.

Kathie Graham,

Acting Secretary

(Attachment for January 13, 2016 Minutes, reference 6B)

PROPOSED BYLAW REVISION: ARTICLE V, Section 8

Commentary:

In retrospect, the first and second sentence of the proposed revision can be interpreted as contradicting each other. To address this issue, the Election Committee is proposing the following changes:

Section 6 8.    Community Issues     On community issues which are beyond the scope of Association jurisdiction or Board authority, The Board and its individual directors shall not represent the interests of The Association and its Members. A a Director or Officer may shall not represent herself or himself as a spokesperson of The Association and its members without the authorization of unless authorized by a majority of The Board.

*Provides specific requirement before a Director can speak on behalf of The Association.

 

ELECTION COMMITTEE MINUTES

December 9, 2015, 2:00 PM

Eldorado Community Center Conference Room

1.    Call to Order

        A quorum was established and the meeting was called to order by Chair Kathie Graham at 2:05 P.M. Members present were Mary Cassidy, Dick Goldsmith, Bette Knight and Joe Loewy along with Alternate Carol Tapke. Board Liaison Jeanne Calzada was excused.

2.    Approval of Previous Minutes

        A motion to approve the November 11, 2015 minutes was made by Joe Loewy and seconded by Dick Goldsmith. Motion carried by voice vote, 5-0.

3.    Approval of Agenda

        Motion to amend the Agenda as presented was made by Bette Knight and seconded by Mary Cassidy. Motion carried by voice vote, 5-0.

4.    Open Forum

        None

5.    Board Liaison Report

        None

6.    Old Business

        Nomination Petition – to be posted January 5, 2016

        Current Bylaws time requirement re submission of Nomination Petition – no later than 30 working days before the Annual Meeting. The Nomination Petition will be available at the ECIA office as well as online, starting January 5, 2016. Petitions must be returned no later than 5:00 P.M. on March 1, 2016. Check the website for details.

7.    New Business

        2016 Election Process

        Forums – The first candidate forum is scheduled to be on Wednesday, March 16, 2016, 7-9:00 P.M. at the Railroad Building. An optional candidate forum has been scheduled for Saturday, April 2, 2016 in the RR, 10-12.

        Election Publicity – The Committee will be placing articles in the VISTAS, on the website and marquees, along with an E-Blast to Members. Information will also be in the La Tienda Newsletter. Members should be considering volunteering for the Board and running for election in 2016. Positions are for 3-year terms and in 2016 there will be two positions up for election.

        The Election Committee meeting date for February has been changed to Wednesday the 3rd of February.

8.    Bylaws Timeline

        A Bylaws Revision Forum will be held on Tuesday, February 9, 2016, 7-9:00 P.M., Railroad Building for review and comments.

        A copy of the Bylaws Revision will be sent to Board members for approval.

9.    Adjournment

        The next regular scheduled Election Committee monthly meeting will be held on Wednesday, January 13, 2016, 2:00 PM, in the Eldorado Community Center Conference Room.

The meeting was adjourned at 3:31 P.M.

Bette Knight, Secretary

 

ELECTION COMMITTEE MINUTES

November 11, 2015 – 2:00 P.M.

Eldorado Community Center Conference Room

1.    Call to Order

        A quorum was established and the meeting was called to order by Chair Kathie Graham at 2:02 P.M. Members present were Mary Cassidy, Dick Goldsmith, Bette Knight and Joe Loewy. Alternate Carol Tapke was excused. Board Liaison Jeanne Calzada was present.

2.    Approval of Previous Minutes

        A motion to approve the October 28, 2015 minutes was made by Joe Loewy and seconded by Mary Cassidy. Motion carried by voice vote, 4-0.

3.    Approval of Agenda

        Motion to amend the Agenda by adding: A. Election Checklist under Old Business was made by Joe Loewy and seconded by Bette Knight. Motion carried by voice vote, 5-0.

4.    Open Forum

        None

5.Board Liaison Report

        There was no new information to report since our last meeting.

6.    Old Business

        Election Checklist

        Committee members discussed and set deadline dates for information to be available to Members on the 2016 Election. Information will be in the VISTAS, on the website, via E-Blast and on marquees. It is not too early to consider running for the Board in 2016.

7.    New Business

        None

8.    Bylaws Review/Bylaws Review Action List

        The Committee solidified the time line for upcoming deadlines concerning the Proposed Bylaws Revision. The committee will be present at the Board Working Session on November 16, 2015, 6:00 P.M. and it is imperative to get information out to the Members in the VISTAS, on the website, via E-Blast and on the marquees once the Board has given their approval. A Bylaws Revision will be voted on before the Annual Meeting in 2016.

8.    Adjournment

        The next regular scheduled Election Committee monthly meeting will be held on Wednesday, December 9, 2015, 2:00 P.M., in the Eldorado Community Center Conference Room.

The meeting was adjourned at 4:05 P.M.

Bette Knight, Secretary

 

ELECTION COMMITTEE MEETING

October 14, 2015 – 2:00 P.M.

Community Center Conference Room

1. Call to Order

The meeting was called to order by Chair Kathie Graham at 2:10 P.M. Members present were Mary Cassidy, Dick Goldsmith, Bette Knight, Joe Loewy and Alternate Carol Tapke. Board Liaison Jeanne Calzada was excused.

2. Approval of Previous Minutes

A motion to approve the September 30, 2015 minutes was made by Joe Loewy and seconded by Mary Cassidy. Motion carried by voice vote, 4-0.

3. Approval of Agenda

A motion to amend the Agenda by adding A. 2016 Meeting Schedule to New Business was made by Bette Knight and seconded by Mary Cassidy. Motion carried by voice vote, 4-0.

4. Open Forum

None

5. Board Liaison Report

Mary Cassidy presented the report for the Board Liaison.

6. Bylaws Review

The Bylaws Review Action List was reviewed. The committee continues to update and review the current Bylaws.

7. Old Business

The Election Checklist (A) and (B) Election Committee Policies and Procedures Review were deferred to the next meeting.

8. New Business

A. 2016 Meeting Schedule

Committee members discussed the meeting dates for 2016.

9. Adjournment

An extra meeting devoted to finalizing the Bylaws Review will be on Wednesday, October 28, 2015, 10:00 A.M. at the Eldorado Community Center.

The next regularly scheduled meeting will be on Wednesday, November 11, 2015, 2:00 P.M. in the Eldorado Community Center Conference Room.

The meeting was adjourned at 4:49 P.M.

Bette Knight, Secretary

 

 

ELECTION COMMITTEE MINUTES                                                                                                                                          September 30, 2015 - 2:00 P.M.                                                                                                                                            Eldorado Community Center Conference Room

1.  Call to Order

The meeting was called to order by Chair Kathie Graham at 2:04 P.M.  Members present were Mary Cassidy, Dick Goldsmith, Bette Knight and Joe Loewy.  Alternate Carol Tapke and Board Liaison, Jeanne Calzada were in attendance.

2.  Approval of Previous Minutes

A motion to approve the August 12, 2015 minutes was made by Joe Loewy and seconded by Mary Cassidy.  Motion carried by voice vote, 4-0.

3.  Approval of Agenda

Agenda was approved with the suggestion that Old Business be deferred to the October meeting if time does not allow this month.  There was a consensus.

4.  Open Forum

None

5.  Board Liaison Report

Liaison Jeanne Calzada stated that the new Interim GM is Brenda Leonard and the new Facilities Manager is Michael Armijo.

6.  Bylaws Review

The Bylaws Action List was updated. Due to several Board members being gone in October, the Committee will move the date to present the Bylaws Review to the Board to November 16, 2015 at the Working Session.                                                                                                                                                                                           

A.  Content Review

Committee members continued to clarify and update the current Bylaws.  We will begin the review with Article VI.

7.  Old Business

The Election Checklist (A) and (B) Election Committee Policies and Procedures Review were deferred to the next meeting.

8.  New Business

None

9.  Adjournment

The next meeting will be on Wednesday, October 14, 2015, 2:00 P.M. at the Eldorado Community Center Conference Room.

The meeting was adjourned at 4:59 P.M.

Bette Knight, Secretary

                                                                                                                                                     

Election Committee

August 12, 2015 – 2:00 P.M.

Eldorado Community Center Conference Room

1. Call to Order

The meeting was called to order by Chair Kathie Graham at 2:09 P.M. Members present were Mary Cassidy, Bette Knight and Joe Loewy. Alternate to be Carol Tapke and Board Liaison, Jeanne Calzada were also in attendance.

2. Approval of Previous Minutes

A motion to approve the July 15, 2015 minutes was made by Joe Loewy and seconded by Mary Cassidy. Motion carried by voice vote, 4-0.

3. Approval of Agenda

Motion was made by Bette Knight and seconded by Joe Loewy to amend the Agenda by adding Bylaws Review Action List as A. under Bylaws Review and moving A. to B. Motion carried by voice vote, 4-0.

4. Open Forum

None

5. Board Liaison Report

Liaison Jeanne Calzada stated that due to the Working Session being moved to the Monday before the monthly Board Meeting, there was little to report. Staffing changes are being addressed.

6. Old Business

A. Election Checklist

This checklist is a working document of critiques and suggestions for the Committee to review and revise as necessary. There are two copies using numerical and alphabetical sorts.

7. New Business

A. Request to Board regarding NMIGS notification

When lot owners do not pay assessments by the Date of Record then they are no longer MIGS until said assessment is paid. Members Eligible to Vote are determined by the Date of Record. HOAMCO will notify lot owners by letter that are out of compliance and no longer MIGS.

8. Bylaws Review

A. Bylaws Review Action List

Committee members reviewed and updated the time-line for the Bylaws Review. Jeanne will bring these dates to the WS to update the Board.

A. Content Review

Community input was addressed and committee members continued to clarify specific Bylaws.

Kathie and Joe will meet with the GM and Treasurer to verify all wording related to financial matters are up to date in the Bylaws.

9. Adjournment

The next meeting will be on Wednesday, September 30, 2015, 2:00 – 4:00 P.M. at the Eldorado Community Center Conference Room.

The meeting was adjourned at 4:54 P.M.

Bette Knight, Secretary

 

2015 Bylaws Review Email for Community Questions or Comments

The Election Committee has established an email account, bylawsreview2015@yahoo.com, for ECIA Members to send their comments and questions regarding the bi-annual review of the Bylaws. This account will be active until August 31st. The emails will be acknowledged and forwarded to the Election Committee for consideration. We welcome your emails regarding this Bylaws review.

Kathie Graham, Election Committee Chair

 

 

Election Committee

July 15, 2015 – 2:00 P.M.

Eldorado Community Center Conference Room

1. Call to Order

The meeting was called to order by Chair Kathie Graham at 2:11 P.M. Members present were Mary Cassidy, Dick Goldsmith, Bette Knight and Joe Loewy. Board Liaison, Jeanne Calzada was excused. Guest Galen Gunderson was also in attendance.

2. Approval of Previous Minutes

A motion to approve the June 24, 2015 minutes was made by Dick Goldsmith and seconded by Joe Loewy. Motion carried by voice vote, 4-0.

3. Approval of Agenda

Motion was made by Joe Loewy and seconded by Mary Cassidy to amend the Agenda by adding to Old Business, D. Alternate Election Committee Member and 8A. Bylaws Review to strike “from Article VIII”. Motion carried by voice vote, 4-0.

4. Open Forum

Guest Galen Gunderson brought forth a question “Should there be anything for renter’s rights in the Bylaws?”   Explanatory discussion followed.

5. Board Liaison Report

The Board Liaison report was given by Joe Loewy. A consensus was reached at the Working Session, July 9, 2015, to appoint Antone Forneris to fill the vacant Board position. A formal motion will be introduced at the next scheduled Board meeting on July 16, 2015 to approve this action. Letters to the Editor will no longer be in the VISTAS, but will be allowed on the website. The Board Working Session will now be on the Monday before each regularly scheduled monthly Board Meeting.

6. Old Business

A. Post Election Critique

Chair Kathie Graham and Vice Chair Joe Loewy met with GM Denise Villaneuva to discuss the action points submitted. It was the consensus that all points be implemented in the next election.

B. Election Checklist

Draft 2 of the checklist was handed to committee members and comments/suggestions are to be e-mailed to Joe Loewy in the next weeks for a Final Draft to be reviewed.

C. Policies and Procedures Review

A list of terms to be defined in this document will be drawn up by Dick Goldsmith for review. Committee members decided to defer a more complete review until the September meeting.

D. Alternate Election Committee Member

Motion was made by Joe Loewy and seconded by Bette Knight to recommend Carol Tapke as the Alternate to the Election Committee. Motion carried by voice vote, 4-0. Jeanne Calzada, Board Liaison will bring this recommendation to the Board.

7. New Business

None

8. Bylaws Review - Action List

Committee members reviewed and updated the action points and time-line for the Bylaws Review.

A. Content Review

The article intended for the July VISTAS was not printed, but the website informs lot owners how to submit to the Election Committee suggestions or questions for the Bylaws Review. The August VISTAS will include this information with an extended time to include August 1 through August 31st available for lot owners to send in comments at bylawsreview2015@yahoo.com.

Review continued with the committee returning to prior decisions and clarification of wording. The August review will continue at Article XII.

9. Adjournment

The next meeting will be on Wednesday, August 12, 2015, 2:00 – 4:00 P.M. at the Eldorado Community Center Conference Room.

The meeting was adjourned at 4:25 P.M.

Bette Knight, Secretary

 

Election Committee

June 24, 2015 – 2:00 P.M.

Eldorado Center Conference Room

1. Call to Order

The meeting was called to order by Chair, Kathie Graham at 2:04 P.M. Members present were Mary Cassidy, Dick Goldsmith, Bette Knight and Joe Loewy. Board Liaison, Jeanne Calzada was in attendance along with guests, Galen Gunderson and Carol Tapke.

2. Approval of Previous Minutes

A motion to approve the May 13, 2015 minutes was made by Joe Loewy and seconded by Mary Cassidy. Motion carried by voice vote, 4-0.

3. Approval of Agenda

Motion was made by Joe Loewy to amend the Agenda by adding Election Checklist under Old Business. Bette Knight seconded the motion. Motion carried by voice vote, 4-0.

4. Open Forum

Guests, Galen Gunderson and Carol Tapke met the committee and visited with members.

5. Board Liaison Report

Liaison Jeanne Calzada reported on Board agenda items from past monthly meetings. This included letting all know that there will only be one Board Working Session a month, which will be held on the 2nd Thursday, 6-8:00 P.M. at the ECIA Conference Room.

The Board approved the appointment of Dick Goldsmith to the Election Committee at their May 21st meeting.

6. Old Business

A. Post Election Critique

1. Election Post Mortem

Joe Loewy created for the Election Committee an Election Post Mortem that all members will review. Jeanne Calzada will present this to the Board at the next Working Session.

2. Election Checklist

A draft of a master timeline blueprint was presented to the committee for future reference. Committee members will review and send further suggestions to Joe Loewy before the next meeting.

B.   Policies and Procedures Review

Discussion on this item was postponed until the next meeting. All members will review and be ready to discuss this in July. Kathie will send an electronic copy to Dick Goldsmith.

7. New Business

None

8. Bylaws Review

Members continued their review of the Bylaws, Article by Article, Section by Section with suggestions and discussions following.

The Review will continue with Article VIII at the next scheduled meeting.

An upcoming article in the VISTAS and on the website will inform lot owners how to submit to the Election Committee suggestions or questions regarding the Bylaws review. During the month of July only, from July1 through July 31, a designated e-mail, bylawsreview2015@yahoo.com, will be available for such lot owner messages which will be acknowledged and presented to the Election Committee for discussion.

9. Adjournment

The next meeting will be on Wednesday, July 15, 2015, 2:00-4:00 P.M. at the Eldorado Community Center Conference Room.

The meeting was adjourned at 4:11 P.M.

Bette Knight, Secretary

ELECTION COMMITTEE MINUTES

May 13, 2015 – 2:00 P.M.

Eldorado Community Center Conference Room

1. Call to Order

The meeting was called to order by Chair, Kathie Graham at 2:04 P.M. Members present were Mary Cassidy, Bette Knight and Joe Loewy. Jeanne Calzada, Board Liaison was present. Guest, Dick Goldsmith was also in attendance.

2. Approval of Previous Minutes

A motion to approve the April 30, 2015 Special Meeting minutes was made by Joe Loewy and seconded by Mary Cassidy. Motion carried by voice vote, 3-0.

3. Approval of Agenda

Motion was made by Mary Cassidy and seconded by Joe Loewy to amend the Agenda by adding under New Business, B. Nomination of New Committee Member and C. Future Meeting Dates. Motion carried by voice vote, 3-0.

4. Open Forum

None

5. Board Liaison Report

  • Members can purchase a commemorative or memorial tree(s) or a bench to enhance the ongoing landscaping project at the Community Center. This would allow trees to go in before other landscaping is done.   Contact staff at the ECIA to find out more information.
  • Applications for interviewing and selecting a 7th Board member are due by June 12, 2015.
  • WS2 Meeting – Board members will decide the officers for the year
  • Facility attendants have been interviewed and selected and the process is going as planned.
  • Attendance at the Annual Meeting was very low
  • The Board is dialoguing about the new “Letters to the Editor” in the VISTAS.

6. Old Business

None

7. New Business

Post -Election Critique – Joe Loewy will create a spreadsheet with Committee members input to be presented at the June meeting.

B. Nomination of New Committee Member

Dick Goldsmith formally requested to become a member of the Election Committee. Joe Loewy moved to nominate Dick for full membership on the Election Committee. Mary Cassidy seconded the motion. Motion carried by voice vote, 3-0. Kathie Graham will see that all vetting requirements are met. A recommendation will be sent to the Board for approval at the next monthly meeting.

C. Future Meeting Dates

Meeting dates were reviewed for the upcoming months and changes were made due to members being out of town. Dates were verified with the office and the committee will now be meeting on Wednesday, June 24, 2015; July 15, 2015; and September 30, 2015. All meetings are scheduled 2:00 – 4:00 P.M. in the Eldorado Community Center Conference Room.

8. Bylaws Review – An article will be placed in the VISTAS and on the website to inform the community of the Review and how to present suggestions for the Review.

A. Content Review

Members reviewed Article II, Section 5; Article III, Sec. 2 and draft suggestions were considered.

The review will continue with Article V, Section 4 at the next Committee meeting.

9. Adjournment

The next scheduled meeting will be on Wednesday, June 24, 2015, 2:00-4:00 P.M. at the Eldorado Community Center Conference Room.

The meeting was adjourned at 4:40 P.M.

Bette Knight, Secretary

___________________________________________________________________________________________

ELECTION COMMITTEE SPECIAL MEETING

APRIL 30, 2015 – 3:00 P.M.

ELDORADO COMMUNITY CENTER CONFERENCE ROOM

1. Call to Order and Roll Call

A Special Meeting of the Election Committee was called to order by Chair, Kathie Graham at 3:04 P.M. Committee members present were Mary Cassidy, Bette Knight, Carol Lachman and Joe Loewy. The Board Liaison, Jeanne Calzada was also in attendance.

2. Approval of Previous Minutes – April 15, 2015

A motion to approve the minutes as written was made by Joe Loewy and seconded by Mary Cassidy. Motion carried by voice vote, 4-0.

3. Open Forum

None

4. Board Liaison Report

Jeanne Calzada reported on the activities of the community and information from the Working Sessions of the Board.

5. Bylaws Review

Article I to Article XVI

Committee members continued the Bylaws Review with members addressing items of interest and/or clarification of wording as related to the current Bylaws.

6. Adjournment

Committee member, Carol Lachman, will be leaving the committee after May 1, 2015. Carol has been an asset to this committee and we will miss her expertise.

The meeting was adjourned at 4:57 P.M. The next regularly scheduled meeting will be Wednesday, May 13, 2015, 2:00 P.M. at the Eldorado Community Center Conference Room.

Bette Knight, Secretary

_____________________________________________________________________________________________________

ELECTION COMMITTEE MINUTES                                                                                                                                        April 15, 2012 2:00P.M.                                                                                                                                            Eldorado Community Center Conference Room

1. Call to Order

The meeting was called to order by Chair, Kathie Graham at 2:00 P.M. Members present were Mary Cassidy, Bette Knight, Carol Lachman and Joe Loewy. Board Liaisons were excused. Dick Goldsmith was a guest.

2. Approval of Previous Minutes

A motion to approve the March 11, 2015 minutes was made by Mary Cassidy and seconded by Carol Lachman. Motion carried by voice vote, 4-0.

3. Approval of Agenda

Motion was made by Bette Knight and seconded by Joe Loewy to amend the Agenda by adding A. Candidate Signs and B. Election Responsibilities under Old Business. Motion carried by voice vote, 4-0.

4. Open Forum

Guest, Dick Goldsmith met the Committee and visited with members.

5. Board Liaison Report

On behalf of Jeanne Calzada, Joe Loewy presented information on Board happenings.

Volunteer Appreciation Event – Thursday, April 16, 2015, 5-7 P.M., Eldorado Community Center                4th of July Parade – change in volunteer organizers; David Yard and Greg Colello will team up to coordinate this event.                                                                                                                                    Collection letters were sent out last week to Members who are delinquent in assessments.                                                                                                     Facility attendant applications have been reviewed and candidates for 3 positions are being considered. Annual Meeting Quorum Proxy Statements are to be returned in order for the Annual Meeting to be held. Attending in person does not constitute a proxy, only those mailed back with signatures.               A VISTAS article will be written for the May issue, to let the Community know that applications will be accepted to fill the 7th Board position left vacant. Interviews will be conducted in a timely manner. Election Committee teller names were presented with a consensus to accept these individuals.

6. Old Business

A. Candidate Signs

Information was presented to inform the Committee that personal information had been included on the back of a candidates sign. Discussion followed as to this fact. It is not the Election Committee, but ECIA that the committee feels should have been referenced, instead of a personal name and phone number of a member.

B. Election Responsibilities

Joe Loewy suggested that a critique of this year’s election process be held and a simple check-list be drafted for the review. Discussion followed. Kathie Graham and Joe Loewy will be meeting with our GM to clarify the next steps/procedures to be carried out as the election is completed.

The Ballot Counting Procedure for the 2015 Election was prepared by Kathie Graham. Details were reviewed and discussed. The candidate or designed observer may attend, but may only interact with the Committee Chair, prior to the start of the counting process. There will be no audible discussion by the observers or they will be asked to leave the room. A Board observer will be requested to be at the Ballot counting to verify that the election procedures have been followed and to maintain decorum.

7. New Business

A. Procedure for dealing with duplicate ballots (EC Policies and Procedures)

If duplicate ballots are returned that carry the same multi-digit number the Ballots will both be considered invalid and duly noted in the official count on the Master List.

8. Bylaws Review – Bylaws Review Action List was updated and corrections made

A. Article I through Article VII

B. Specific considerations for change/addition                                                                                                               Presented for review and comment, Article II, Section 5, Page 4; Article XVI, Section I, Page 21.

A special meeting will be held on April 30, 2015, 3-5:00 P.M. in the Eldorado Community Center Conference room for the specific task of Bylaw Review.

8. Adjournment

The next regular scheduled Election Committee monthly meeting will be held on Wednesday, May 13, 2015, 2:00 P.M., in the Eldorado Community Center Conference Room.

The meeting was adjourned at 4:00 P.M.

Bette Knight, Secretary

__________________________________________________________________

ELECTION COMMITTEE MINUTES    

   March 11, 2015, 2:00 P.M.  

 Eldorado Community Center Conference Room

1.  Call to Order

The meeting was called to order by Chair, Kathie Graham at 2:07 P.M.  Members present were Mary Cassidy, Bette Knight, Carol Lachman, Joe Loewy and Alternate Jean Crawford. Jeanne Calzada, Board Liaison was present. General Manager, Denise Villanueva and Paul Skojec, HOAMCO were also in attendance.

2.  Approval of Previous Minutes

A motion to approve the February 11, 2015 minutes was made by Joe Lowey and seconded by Mary Cassidy.  Motion carried by voice vote, 4-0.

3.  Approval of Agenda

Motion was made by Mary Cassidy and seconded by Joe Loewy to amend the Agenda by adding to Old Business, number 2. Ballot.  Motion carried by voice vote, 4-0.

4.  Open Forum

New General Manager, Denise Villanueva introduced herself to the Committee.  Paul Skojec will be on site at least until the end of March and as needed into April.

5.  Board Liaison Report

  • Facility attendant applications are being accepted for the Community Center      
  • The financial audit is complete
  • The Board has decided that since only one Nomination Petition was returned,   there will only be one candidate Forum to be held on Saturday, March 21, 2015 at the Rail Road Building.                                                                                                 
  • An informational brochure/pamphlet for residents on solar will be designed and Jeanne Calzada, Gershon Siegel and the General Manager were tasked to work on this project.

6.  Old Business

            A.  2015 Election – Meet and Greet Forum – Saturday, March 21, 2015, RR

1.  The format will be based on the 2014 Forum with minimal changes.  Publicity will be on the marquees as well as in the VISTAS.  Note that the dates are incorrect in the March VISTAS.  Kathy and Joe will meet with the candidate to review protocols for the Forum.

                        2.  Ballot

                        The Ballot has been proofread with corrections made.

7.  New Business

            A.  Procedure for dealing with duplicate Ballots (EC Policies and Procedures)

            Due to time constraints, the Committee agreed to address this at the next meeting.

8.  Bylaws Review – Time Line Review

            A.  Article I through Article VII

            B.  Specific considerations for change/addition to Bylaws

1.  Bylaws review responsibility given to the Election Committee – Article XVI, Section 1, page 21.

Agenda items number 7, New Business and number 8, Bylaws Review will be placed on the April Agenda.

A fond farewell was given to Jean Crawford as she leaves the Committee after dedicating much time and energy as a member. Her expertise and knowledge will be greatly missed.

9.  Adjournment

The next Election Committee meeting will be held on Wednesday, April 8, 2015, 2:00 P.M., in the Conference room at the Eldorado Community Center.

            The meeting was adjourned at 4:04 P.M.

Bette Knight, Secretary

__________________________________________________________________________________________________________

ELECTION COMMITTEE MINUTES

February 11, 2015, 2:00 P.M.  

Eldorado Community Center Conference Room

1.  Call to Order

The meeting was called to order by Chair, Kathie Graham at 2:02 P.M.  Members present were Mary Cassidy, Bette Knight, Carol Lachman, Joe Loewy and Alternate Jean Crawford.  Board Liaison, Jeanne Calzada was in attendance.  All voting members were present.

2.  Approval of Previous Minutes

The minutes from the January 14, 2015 meeting were approved by majority vote via     e-mail.

3.  Approval of Agenda

Motion was made by Joe Loewy and seconded by Carol Lachman to amend the Agenda by adding to Old Business, number 4. Ballot Instructions as related to P & P and under New Business, number 3. Meeting with Prospective Candidate Information.  Motion carried by voice vote, 4-0.

4.  Open Forum

            None

5.  Board Liaison Report

Board approved the sample spreadsheet example prepared by Election Committee   Bylaws from 3 other HOA’s have been requested and secured for reference purposes   Candidate Forum and/or Meet and Greet dates have been approved by the Board as presented  

Board Retreat was held on February 7, 2015  Board’s WS1 Agenda on March 5th to include discussion concerning the 2016 Election

6.  Old Business

            A.  2015 Election

                        1. Candidate Forum and/or Meet and Greet

                        a.  March 21, 2015, Saturday, 10 – noon, Rail Road Building

                        b.  April 15, 2015, Wednesday, 7-9 P.M., TBA

Discussion followed on possible formats for each of the above Forums.  The number of candidates running for the two open Board positions will determine what type of format is necessary. Office staff, DiAna Gutierrez will put the approved forum dates in the VISTAS. 

           

2.  Moderator

Carol Lachman moved to have Joe Loewy serve as moderator for the Forums. Mary Cassidy seconded the motion and motion carried 3-0 with Joe Loewy abstaining.  A motion to have Carol Lachman serve as time keeper for the Forums was made by Mary Cassidy and seconded by Joe Loewy.  Motion carried 3-0 with Carol Lachman abstaining.

3.  Scan Ballot – The Board approved the sample spreadsheet example as presented for the 2015 election.  At the March 5th WS1 session the Board’s Agenda will include discussion concerning the 2016 Election.

            4.  Ballot Instructions as related to Policies and Procedures

            All instructions are up to date and current for the 2015 Election.

5.  The Non-Disclosure agreement was presented and discussed, but was not on the Agenda due to lack of communication. 

7.  New Business

            A.  Election Calendar Key Dates

                        1.  Election Committee and ECIA Responsibilities

A memo from the Election Committee was drafted and discussed with a final copy and cover letter to be presented to the Board at the WS2 meeting on Monday, February 16, 2015. This memorandum is a confirmation of the roles and responsibilities of the Election Committee, ECIA staff, Board of Directors and General Manager related to key election cutoffs and the mailing of Ballots to Lot Owners who are Members in Good Standing as of 5 P.M., March 2, 2015.

2.  Members in Good Standing

Members are current in paid assessment(s) as of March 2, 2015, 5 P.M. and have not had his/her rights and privileges suspended. This would include any lot owners who also have other fees, insurance requirements, etc. to be paid.

3.  Meeting with Prospective Candidate Information

A prospective candidate met with an Election Committee member and inquired as to the possibility of allowing candidate signs to be placed in other public areas around Eldorado.  The Committee is firm on signs being placed only in areas as designated in the Nomination Petition under Candidate Standards, Signs. All potential candidates must adhere to the above document rules.

8.  Bylaws Review – Updated Review Action List was handed out to all Members

            A. Specific considerations for change/addition

Members submitted specific considerations for the Committee to review and discuss at the next Committee meeting.

           

B.  Article I through Article VII

                        Members are continuing to review and note potential considerations.

9.  Adjournment

The next Election Committee meeting will be held on Wednesday, March 11, 2015, 2:00 P.M., in the Conference Room at the Eldorado Community Center.

The meeting was adjourned at 4:02 P.M.

Bette Knight, Secretary

                       

_________________________________________________________________

ELECTION COMMITTEE MINUTES

January 14, 2015, 2:00 P.M.

Eldorado Community Center Conference Room

 

1. Call to Order

The meeting was called to order by Chair, Kathie Graham at 2:02 P.M. Members present were Mary Cassidy, Bette Knight, Carol Lachman, Joe Loewy and Alternate Jean Crawford. Jeanne Calzada, Board Liaison was in attendance. All voting members were present.

2. Approval of Previous Minutes

Motion to approve the minutes as presented was made by Carol Lachman, seconded by Mary Cassidy. Motion carried by voice vote, 4-0.

3. Approval of Agenda

Motion was made by Joe Loewy and seconded by Carol Lachman to add to Old Business, letter C. Scan Ballot Comparison and under Bylaws Review to add letter A. Review Action List. Motion carried by voice vote, 4-0.

4. Open Forum

None

5. Board Liaison Report

Interim General Manager is Paul Skojec, HOAMCO Vice President Board Retreat, February 7, 2015, 9-3 P.M. Board is requesting a sample of the spreadsheet to be used to identify lot owners and multi digit numbers during the election counting process. (Agenda item: New Business, B., 6)

6. Old Business

A. Nomination Petition

The Board requested that the date on the Nomination Petition be the same as the Date of Record. The Board at their December 18, 2014 meeting approved the amended petition.

B. Open Meetings Act standards

Committee members revisited the Open Meetings Act discussion and suggestions were made to the document presented in December. Motion by Joe Loewy, “In order to maintain the principles of openness and transparency supported by the ECIA Election Committee the following best practices and procedures are adopted”. Seconded by Mary Cassidy and carried by voice vote, 4-0. Joe Loewy will prepare the final copy.

C. Scan Ballot Comparison

The Election Committee has not heard any feedback on the report that was presented to the Board in November. The report cover letter asked for information that is necessary for the upcoming election. Jeanne Calzada, Liaison was able to share that the Board’s consensus at the Working Session was to have the Committee include a multi digit number on the Ballot and outgoing envelope. The Board Liaison indicated that a non-disclosure form for the printer would come from our attorney.

The Election Committee has put solid procedures into place and is always working to make the election better. It has been duly noted that the statement: “There has never been any fraud associated with the annual election” may be erroneous.

7. New Business

A. Annual Committee Report

Chair, Kathie Graham presented the Election Committee report to be included in the Annual Report. Members discussed and agreed to the Draft 2 presented.

B. 2015 Election

1. Candidate Forum and/or Meet-and-Greet dates – recommendation to Board

Jeanne Calzada, Board Liaison, will submit these dates for consideration for the 2015 Candidate Forums – Saturday, March 21, 2014, 10 - noon, Railroad Building and Wednesday, April 15, 2014, 7-9 P.M. TBA.

2. Moderator

It was the consensus of the committee to ask local individual(s) to moderate the Candidate Forums. Names were presented and these people will be asked to moderate.

3. Key Calendar changes/additions

All Committee members have an updated calendar.

4. Ballot Language

A draft of the Ballot and Ballot Instructions was presented and discussed with minor changes suggested. Kathie will send Committee members an updated version to verify.

5. Non-disclosure Statement

The Non-Disclosure form would come from our attorney.

6. Multi digit number on Ballot and envelope

Kathie Graham and Joe Loewy will create a sample ledger sheet that will be used during the election process to identify lot owners using a random multi digit number for the Board’s review. Joe Loewy will provide to the Board Liaison prior to the next Board Working Session.

C. Policies and Procedures change re Nomination Petition deadline and others, if any

Kathie Graham presented changes concerning the Election Policies and Procedures to be brought to the Board Working Session 1, February 5th by Liaison, Jeanne Calzada. Joe Loewy moved to accept the corrections to the Policies and Procedures as presented. Mary Cassidy seconded the motion. Motion carried 4-0 by voice vote.

8. Bylaws Review

A. Bylaws Review Action List

Action List items were visited and noted as to specific time line details with completed items noted and the status of other items.

B. Publicity

Committee members will discuss publicity at a future time.

C. Content Review

Committee members received a line by line numbered copy of the current version of the Bylaws for review prior to this meeting. No further discussions were conducted due to time considerations.

D. Request to ECIA Board to ask HOAMCO for access to best 2 or 3 HOA Bylaws

Secretary, Bette Knight has asked our Board Liaison to request other HOA Bylaws for the Committee’s review.

9. Adjournment

The next Election Committee meeting will be held on Wednesday, February 11, 2015, 2:00 P.M., in the Conference Room at the Eldorado Community Center.

The meeting was adjourned at 4:30 P.M.

Bette Knight, Secretary

_________________________________________________________________________

 

ELECTION COMMITTEE MINUTES

December 3,2014

Eldorado Community Center Conference Room

1. Call to Order

The meeting was called to order by chair, Kathie Graham at 2:06 P.M. Members present were Mary Cassidy, Bette Knight, Carol Lachman and Joe Loewy. Alternate Jean Crawford was excused due to illness. Board Liaison Jeanne Calzada was present. Homeowner Lorelei Saneto was a visitor. All voting members were present and a quorum was established.

2. Approval of Previous Minutes

Minutes from November 12, 2014 were approved by majority vote via e-mail.

3. Approval of Agenda

Motion was made by Bette Knight to add Nomination Petition as Letter C under New Business to the agenda. Motion was seconded by Joe Loewy. Motion carried by voice vote, 4-0.

4. Open Forum

Homeowner, Lorelei Saneto introduced herself as a new owner.

5. Board Liaison Report

Reminder: Public Finance Meeting, December 6, 2014, 10:00 A.M., Railroad Depot HOAMCO Public Forum– December 6, 2014, 2-4:00 P.M., La Tienda Performance Space Board approved the Election Committee Charter as presented Board review of the Solar Working Group reports has not been rescheduled at this time

6. Old Business

A. Updates: Ballot destruction is in process. Four boxes of old materials were taken to Quik Send to be shredded. Materials from 2012 and forward are located in the General Managers office and will be moved in the future to 2 Hacienda Loop.

Documents on website have been appropriately placed as directed by Chair, Kathie Graham and suggested by committee members at last EC meeting.

B. Scan Ballots

Joe Loewy reported on details concerning questions directed about printing of ballots, envelopes and the addition of reference numbers on both. It is possible to print on both sides of a ballot and also to include multi digit numbers on the Ballot and outside security envelope. The Committee’s report is being forwarded to the Board.

7. New Business

A. Open Meetings Act – Joe Loewy researched and informed the committee of details that could enhance the working of this committee as related to the New Mexico Open Meetings Act. HOA’s are not subject to this Act, however many best practices can be implemented from this Act. Discussion followed with research to continue concerning questions raised. A motion to defer any consideration as related to the Open Meetings Act was made by Bette Knight and seconded by Carol Lachman. Motion carried by voice vote, 4-0.

B. Bylaws review process

Committee members reviewed, discussed and revised the proposed Bylaws Review Outline. An updated version will be viewed via e-mail for further comments.

C. Nomination Petition

There was discussion on clarification of wording on page 3 of this document. It was the consensus that we will revisit this at another time.

ECIA Board Elections in 2015 is for two positions. Bette Knight suggested that the EC information article be placed on the website now to notify and remind lot owners of this important election. Eldorado lot owners are encouraged to consider running for a three year term. An article addressing this will be in the January VISTAS.

8. Adjournment

The next Election Committee meeting will be held on Wednesday, January 14, 2015, 2:00 P.M., in the Conference Room at the Eldorado Community Center.

Meeting was adjourned at 4:15 P.M.

Respectfully submitted by,

Bette Knight, Secretary

_________________________________________________________________________________

ELECTION COMMITTEE MINUTES

November 12, 2014

Eldorado Community Center Conference Room

1. Call to Order

The meeting was called to order by Chair, Kathie Graham at 2:07 P.M. Members present were: Mary Cassidy, Bette Knight, Joe Loewy. Alternate Jean Crawford attended after an appointment. Jeanne Calzada, Board Liaison was present. Carol Lauchman, excused. A quorum was established.

2. Approval of Previous Minutes from October 8, 2014

Mary Cassidy moved to accept the October 8th, 2014 minutes as written. Joe Loewy seconded the motion. Motion carried, 3-0, by voice vote.

3. Approval of Agenda

Item added to the Agenda: New Business, D. Charter/Mission Statement Revision. Bette Knight moved to approve the amended agenda and Mary Cassidy seconded the motion. Motion carried, 3-0, by voice vote.

4. Open Forum

None

5. Board Liaison Report

Upcoming Calendar Dates: WS2 – Monday, November 17, 2014 – Budget Review (6:30 – 8:00 P.M.) Saturday, December 6, 2014, 10:00 A.M., Public Finance Meeting, Railroad Building Saturday, December 6, 2014, 1:00 – 4:00 P.M. – 2nd Public Forum with HOAMCO, Railroad Building NOTE: This Forum’s time and place has been changed to 2:00 P.M. at La Tienda Performance Space

6. Old Business

A. Scan ballot update

Joe Loewy presented a cover letter and draft of the Analysis of the Proposed Scan Ballot Election. Discussion followed and members will review a revised draft to be discussed and finalized via e-mail.

B. Use of UBL or other numbering system

Research continues on the cost considerations of using either a UBL or multi digit number corresponding to the UBL’s of Members Eligible to Vote. Committee members endorse the idea of placing reference numbers on mailing envelopes and ballots.

C. Bylaws review

The HOA Bylaws are reviewed every two years. The Election Committee has been asked to conduct the Bylaws Review. Committee members discussed why it is important to combine voting on Bylaws with a Board of Director’s election. The possibility of better voter turnout, if combined, and cost savings to the Association was considered.

7. New Business

A. Destruction of old ballots

Mary Cassidy moved that all election materials, before 2012, be shredded and destroyed with an Election Committee representative present. Joe Loewy seconded the motion. Motion carried by voice vote, 3-0. Kathie Graham will be responsible for the tagging of designated boxes.

B. Posting of draft minutes

This would help community members to see minutes in a timely manner.

C. Website location for Policies and Procedures document

The Election Committee requests that this committee’s Policies and Procedures be placed on the ECIA website under the Policies and Rules tab. Kathie Graham will see to this.

D. Charter/Mission Statement Revision

Changes to the Election Committee Charter/Mission Statement were discussed. Joe Loewy moved to amend the Charter as discussed. Mary Cassidy seconded the motion. Motion carried by voice vote, 3-0. Board Liaison, Jeanne Calzada will bring this revised document to the Board for approval.

8. Adjournment

The next Election Committee Meeting will be held on Wednesday, December 3, 2014, 2:00 P.M., in the Conference Room at the Eldorado Community Center.

Meeting was adjourned.

Respectfully submitted by,

Bette Knight, Secretary

_________________________________________________________________________________

ELECTION COMMITTEE MINUTES October 8, 2014 Eldorado Community Center Conference Room

1. Call to Order

The meeting was called to order by Chair, Kathie Graham at 2:07 P.M. Members present were: Mary Cassidy, Bette Knight, Carol Lachman, Joe Loewy and Alternate Jean Crawford. Board Liaison Jeanne Calzada was also in attendance. All voting members were present and a quorum was established.

2. Approval of Minutes from September 24, 2014

Joe Loewy moved to accept the September 24, 2014 minutes as written. Carol Lachman seconded the motion. Motion carried, 4-0, by voice vote.

3. Approval of Agenda

Items were added to the agenda: New Business, B. Bylaws, C. Discussion of UBL’s, D. Possible Alternate Candidate. Motion to approve the amended agenda was made by Joe Loewy and seconded by Mary Cassidy. Motion carried, 4-0, by voice vote.

4. Open Forum

The committee heard comments from Carol Lachman and lot owner, Claudia Daigle.

5. Board Liaison Report

Interviews for General Manager continues Board has received input on CPEC Charter from all but two committees Appeal process continues Solar Working Group reports to be reviewed when received

6. Old Business

A. Scan Ballot Update

 

1. Dominion Voting Machine Melissa Colson, Customer Service Representative for Dominion, informed Kathie Graham that there is a base charge of $1,500 to program this machine. The size of the ballot can be varied to 8.5 X 11 inches.

2. AES Printing There is a $100 set-up fee for ballots as well as an additional printing fee. Kathie Graham and Joe Loewy are meeting with staff to discuss details on contracts the Association has in place as related to printing.

The total cost for the 2014 Election was $3,369. Discussion followed about costs.

B. Policies and Procedures Revision

Committee members reviewed this document and final changes were added. Kathie Graham will send copies to the committee for approval via e-mail. Motion was made by Joe Loewy to approve the Election Policies and Procedures as amended and was seconded by Mary Cassidy. Motion carried, 4-0, by voice vote. This document will be presented at the Board Working Session 2.

7. New business

A. Nomination Petition information and petition amendment

Review and discussion followed. Joe Loewy moved to approve the Nomination Petition form as amended and Carol Lachman seconded the motion. Motion carried by 4-0, voice vote. Jeanne Calzada will present this amended document to the Board at their next meeting.

B. Bylaws

An Ad Hoc committee is being formed to review the Bylaws. The Election Committee has been asked to be involved. Discussion followed. The Committee was unanimous in agreeing to help with this review, upon approval from the Board. The committee requests clear direction from the Board in this review.

C. Discussion of UBL’s

Committee members discussed various ways to incorporate numbers on ballots, including UBL’s. This is a part of the research process that is on-going to address this subject.

D. Alternate Election Committee Candidate

This process is on-going and potential candidates are welcome to inquire and interview.

8. Adjournment

The next Election Committee Meeting will be held on Wednesday, November 12, 2014, 2:00 P.M., in the Conference Room at the Eldorado Community Center.

Meeting was adjourned at 3:57 P.M.

Respectfully submitted by,

Bette Knight, Secretary

____________________________________________________________________________

ELECTION COMMITTEE MEETING MINUTES

September 24, 2014

2:00 PM

Call to Order:

The meeting was called to order by Chair, Kathie Graham at 2:07 p.m.

Members present were: Joe Loewy and Mary Cassidy. Board Liaison Jeanne Calzada was also in attendance. A quorum was established.

Approval of Previous Minutes:

Joe Loewy moved to accept the August 13, 2014 minutes as presented. Mary Cassidy seconded. Motion carried by voice vote 3 – 0.

Approval of Agenda:

Mary Cassidy moved to accept the agenda as presented with the addition of Discussion of CPEC Charter as item C under New Business. Joe Loewy seconded. Motion carried by voice vote 3 – 0.

Board Liaison Report:

Director Yard has agreed to serve as our Alternate Liaison.

The search for a General Manager continues.

New playground equipment has been installed at Ave. de Compadres Park.

The ECIA Board has asked for input from committees on the proposed CPEC Charter.

Old Business:

Notes from the Chair: The new Election Committee Charter has been posted to the ECIA website.

Analysis of Proposed Scan Ballot Election:

A discussion of the Scan Ballot Questions and Answers from the September 3, 2014 visit by Kathie and Joe with 2 senior staff of the Bureau of Elections was conducted.

Areas for further discussion:

Can programming of ballot machines and printing of ballots be accomplished within the one month time frame from submission of nominating petitions to mailing out ballots with the Annual Report.

The County will inform us of the machines' performance in the November election.

Joe Loewy obtained Ballot Box seals. They were photographed and given to Chair Kathie Graham to be secured in the ECIA safe.

Kathie will follow up with the Dominion Voting Machines Company to get an estimated cost for programming for a Board of Director’s election. She will also follow up with the printer to get an estimated cost.

Additional follow up will be conducted by Kathie and Joe to determine the feasibility of matching our UBL numbers to Ballots.

Review of Policies and Procedures:

Members present completed a Draft of Election Policies and Procedures. A copy will be emailed to committee members for review. Final committee approval will be at the next meeting.

New Business:

A. Possible 2015 Bylaws Election:

The Board has discussed the requirement for reviewing the Bylaws and will form an ad hoc committee to do so.

B. January Vistas Article re: Nomination Petition Signers

Kathie Graham will submit an article to the Vistas detailing new Nominating Petition information.

C. Committee members are unanimously opposed to the formation of CPEC. Kathie Graham will forward our consensus recommendation to the Board and the Chairmen of all ECIA committees. Additionally, Liaison Jeanne Calzada will present the recommendation to the Board.

D. Consideration of Candidate for Alternate Position

Adjournment:

A motion to adjourn was made by Joe Loewy and seconded by Mary Cassidy. The motion carried by voice vote, 3 – 0.

The next meeting will be October 8th at 2 pm in the Conference Room.

The meeting was adjourned at 4:30 pm.

Respectfully submitted,

Mary Cassidy, Acting Secretary

_________________________________________________________________________________

ELECTION COMMITTEE MINUTES

August 13, 2014

Eldorado Community Center Conference Room

1. Call to Order

The meeting was called to order by Chair, Kathie Graham at 2:07 p.m. Members present were: Mary Cassidy, Bette Knight, Carol Lachman, Joe Loewy and Alternate Jean Crawford. Board Liaison Jeanne Calzada was also in attendance.

All voting members were present and a quorum was established.

2. Approval of Minutes from July 23, 2014 Committee meeting.

Joe Loewy moved to accept the minutes as presented. Carol Lachman seconded the motion. Motion carried, 4-0, by voice vote.

3. Approval of Agenda

A motion was made by Mary Cassidy to accept the Agenda. Joe Loewy seconded the motion. Motion carried, 4-0, by voice vote.

4. Open Forum

Carol Lachman reminded everyone about how important courtesy to others is when a Member is speaking.

5. Board Liaison Report

Jeanne Calzada reported the following:

· The process of choosing a General Manager is underway

· Security hardware is being installed

· Reminder of the Forum to be held on September 8, 2014, 7:00 P.M..

· Pool hours have been extended in the evening

6. Old Business

A. Analysis of Proposed Scan Ballot Election

· Joe Loewy and Kathie Graham will be meeting with county personnel on September 3, 2014, 1:00 p.m. to get more details on scan ballot machines.

B. Charter Update and Reformat

· Minor detail changes were discussed and added

· Mary Cassidy moved to send to the ECIA Board an amended copy of the Charter, to be finalized by Kathie Graham and presented at the upcoming Working Board Meeting on August 18, 2014. Joe Loewy seconded the motion. Motion carried, 4-0, by voice vote.

C. Committee on Website

Committee Name and List of Members

· Website has been corrected and is now current

· Joe Loewy mentioned that the Election Committee is not included under the monthly Committee Meetings and should be included so all residents will know when this committee is meeting and who to contact if necessary.

Alternate Request

· The request has been posted on the Website

· An article will be in the VISTAS

D. Review of Policies and Procedures – continue at Section F, Page 5

Discussion continued on improving the above document. Next meeting the discussion will continue at Section F, Number 2.

7. New Business

There was no new business before the Committee

8. Adjournment

The next Election Committee Meeting will be held on Wednesday, September 24, 2014, at 2:00 P.M., in the Conference Room at the Eldorado Community Center.

A motion to adjourn was made by Joe Loewy and seconded by Mary Cassidy. Motion carried, 4-0, by voice vote.

Meeting was adjourned at 4:20 P.M.

 

Respectfully submitted by,

Bette Knight, Secretary

_______________________________________________________________________

ELECTION COMMITTEE MINUTES

July 23, 2014, 10:00 A.M.

Eldorado Community Center Conference Room

1. Call to Order

The meeting was called to order by Chair, Kathie Graham at 10:05 A.M. Members present were: Mary Cassidy, Bette Knight, Carol Lachman, Joe Loewy and Alternate Jean Crawford. Board Liaison Jeanne Calzada and Alternate Liaison Greg Colello were also in attendance.

All voting members were present and a quorum was established.

2. Approval of Minutes from June 30, 2014 Committee meeting.

Carol Lachman moved to accept the minutes as written. Mary Cassidy seconded the motion. Motion carried, 4-0, by voice vote.

3. Approval of Agenda

Joe Loewy moved to accept the Agenda. Bette Knight seconded the motion. Motion carried, 4-0, by voice vote.

4. Open Forum

Alternate Jean Crawford presented information to the committee for discussion. A request to place a notice in the VISTAS for someone to fill the Alternate position on this committee was presented. Due to an unforeseen scheduling conflict, Jean asked to be excused from the remainder of this meeting.

Joe Loewy recommended the agenda be amended to add Letter B under Number 7, New Business as Election Committee Alternate Replacement.

Mary Cassidy moved to amend the agenda and Joe Loewy seconded the motion. Motion carried, 4-0, by voice vote.

5. Board Liaison Report

Jeanne Calzada reported on several Community actions:

· Swimming Pool – the pool now has a new vacuum that works with great efficiency, saving staff time and money

· Eldorado Community Center grounds – grounds personnel are now using compost made by our own stable manure

· General Manager candidate applications are due by 5:00 p.m. today

· Board sponsored Forum – September 8, 2014, 7:00 P.M.

· SPEC Committee is now known as Community Planning and Education

· Litigation – Defendants have requested a Stay; the Defendant requested Appeal will be reviewed by the Appellate Court.

6. Old Business

A. Duties of Officers

1. Chairperson

· Conducts Election Committee Meetings

· Conduit between Election Committee and ECIA Board of Directors

· Requests posting of meeting agenda to staff

2. Vice Chairperson

· When requested, will stand in for the Election Committee Chair

· Events calendar – checks with staff and is responsible for arranging time, date and location of committee meetings and events.

3. Secretary

· Records minutes from Election Committee Meetings

· Arranges for posting of approved minutes

· Requests bulletin board space as directed

B. Committee Names on the Website – Kathie

Kathie will follow-up with staff.

C. Analysis of Proposed Scan Ballot election – Joe and Greg

· The side by side analysis is in progress and Joe will keep the Committee updated.

D. Review of Policies and Procedures – Section D, Number 2 Page 3

· We will review until 11:30 A.M., at which time, we will continue with agenda

· Continue next meeting with Section F, Page 5 of this document

7. New Business

A. Charter Reformat and Update – Mary and Bette

Document was reviewed and additions/corrections noted. Mary will rework and send on to all for review.

B. Election Committee Alternate Replacement

· Kathie will write up a job description and have it posted on the website

· Information to VISTAS for Alternate position

8. Adjournment

Date for next Election Committee meeting will be Wednesday, August 13, 2014, 2:00 P.M., Conference Room at the Eldorado Community Center Conference Room.

A motion to adjourn was made by Carol Lachman and seconded by Mary Cassidy. Motion carried, 4-0, by voice vote.

Meeting was adjourned at 12:04 P.M.

Respectfully submitted by,

Bette Knight, Secretary

__________________________________________________________________________________

ELECTION COMMITTEE MINUTES

June 30, 2014, 10:00 A.M.

Community Center Conference Room

1. Call to Order

The meeting was called to order by Chair, Kathie Graham at 10:12 A.M. Members present were: Mary Cassidy, Bette Knight, Carol Lachman, Joe Loewy. Board Liaison, Jeanne Calzada and Alternate Board Liaison, Greg Colello were also in attendance. Absent was Alternate, Jean Crawford.

2. Establish Quorum

All voting committee members were present and a quorum was established.

3. Approval of Minutes from June 16, 2014 committee meeting.

Joe Loewy moved to accept the minutes as written and Carol Lachman seconded the motion. Motion carried, 4-0, by voice vote.

4. Approval of Agenda

Joe Loewy asked to amend Agenda Item #6 (B) Old Business to include:

1) Charter Revision

2) Election Policies and Procedures continued

Mary Cassidy moved to accept the agenda as amended; Joe Loewy seconded the motion and motion carried, 4-0, by voice vote.

5. Board Liaison Report

Jeanne Calzada , presented to the Board the recommendations for new members to be added to the Election Committee. As per Kathie Graham’s letter dated June 18, 2014, the committee asked for approval of Bette Knight and Carol Lachman to join the Election Committee. The Board unanimously approved these new members. Also acknowledged was the status change of Jean Crawford from full voting member to alternate member. Elizabeth Ebner announced her resignation at the June 16th, 2014 Election Committee meeting. The Board recognized the service that Elizabeth gave to this Committee.

The Board attended a retreat in June and received training on the Standard HOA Ethics and Finance as part of their retreat.

6. Old Business

A. The Nomination Petition and Information Sheet Review continued with final details included for a Final Draft to be prepared by Chair, Kathie Graham. Mary Cassidy moved to accept the Review as amended. Joe Loewy seconded the motion. Motion carried, 4-0 by voice vote.

B. Election Policies and Procedures Review

1. Charter Revision

Joe Loewy brought to the committee’s attention that consistency in wording needed to be brought up to date in the current Charter as it relates to the Election Policy and Procedures document. It was moved by Bette Knight to insert wording in the Charter regarding the job and responsibilities of the Alternate. Mary Cassidy seconded the motion. Motion carried 4-0 by voice vote.

2. Election Policy and Procedures review continued

Committee members approved and worked on Section B through Section D, Number one. Next meeting we will continue reviewing at Section D, Number 2.

3. Review procedures for elections other than Board elections

Moved from Old Business (E). Deferred to next meeting.

At 11:35 the Committee members went back to Old Business, #6, D and proceeded on with the agenda.

C. Ballot Box seals

It was moved by Bette Knight to have Joe Loewy meet with County Clerk, Geraldyn Salazar to pick up seals to be used in sealing the Ballot Box used for elections. Mary Cassidy seconded the motion. Motion carried, 3-0-1 abstain (Joe Loewy).

D. Duties of Committee Members

Recognized duties for Chair, Vice Chair and Secretary will continue as usual. Other members will be assigned duties, as requested by the chair, based on specific activities/tasks.

Mary Cassidy offered to work with the Charter to bring it into uniformity with the new format that the Board has asked all committee’s to use. A standardized template has been provided for the committee to use. Bette Knight was asked to assist in this task.

It was brought to the Committee’s attention that the ECIA website lists this committee as “Elections” Committee and the committee will suggest a change needs to be made to be “Election” Committee.

7. New Business

A. Greg Colello – paper vs. scanner ballot procedures

A side-by-side comparison of the above mentioned types of ballots will be researched and worked on by Joe Loewy, along with Greg Colello and Board Liaison, Jeanne Calzada.

The Election Committee will finish its review of the Election Policies and Procedures in preparation for the 2015 election.

8. Adjournment

Date for the next Election Committee meeting will be Wednesday, July 23, 2014, 10:00 A.M.

A Motion to adjourn was made by Carol Lachman and seconded by Mary Cassidy. Motion carried, 4-0 by voice vote.

Meeting adjourned at 12:05 p.m.

Respectfully submitted by:

Bette Knight, Secretary

_____________________________________________________________

ELECTION COMMITTEE MINUTES

May 13, 2014
10 AM
Community Center Conference Room

1. Call to Order
The meeting was called to order by Chair, Kathie Graham at 10:05 am. Present members were: Joe Loewy, Elizabeth Ebner, Jean Crawford and Mary Cassidy. Also present were Jan Pietrzak, Guest, Todd Handy, Acting Board Liaison, Carol Lachman, Prospective Member.
2. Approval of Minutes
Joe Loewy moved for approval of the Minutes from the April 8, 2014 meeting, seconded by Mary Cassidy. Minutes approved by all members present.

3. Approval of Agenda
Amended to read:
A. Clarify Definitions
B. Critique of May, 2014 Election Process
C. Policies and Procedures review/critique
D. Role of alternate
E. Establish Vice Chair Duties
Elizabeth Ebner moved to approve Agenda, seconded by Mary Cassidy. Agenda approved by all members present.

4. Open Forum
Nothing

5. Board Liaison Report by Todd Handy
A. Board Officers have been selected.
B. Post Election dialogue included: (1) a challenge being made to the 3-2- 1 year staggered terms in a document sent to Dag Ryen, Board President and (2) the transparency of the Ballot envelopes.

6. Old Business
None

7. New Business
A. Clarify Definitions
1. By Laws: Date of Record is set by the Board.
2. Nomination Petition
1.“Member in Good Standing” shall be defined as a lot owner whose assessments for the current year are paid in full and eligible to vote as of March 1 or the 1st Monday thereafter for the Date of Record for this election.
2. Petitioner criteria will refer to signer as “petition signer” throughout.
3. Petition signer must eligible to vote, as well as in good standing.
4. Charter will be revised to reflect changes made to Policies and Procedures
B. Critique of Election Process
1. Reflected in A and C.
2. Draft an article for January Vistas which will make clear the qualifications for candidates, for petition signers and for voting in the election.
3. Discussion of locked mailboxes. One for USPS is to be installed. An additional locked mailbox should be installed for ECIA drop –off items
4. Add to Policies and Procedures:
a. Late ballots should be opened, each piece date stamped and initialed by EC members. Ballots should then be reassembled, banded and saved with all other ballots.
b. Ballot tallying instructions should be amended to include the instruction that each ballot should be marked by the teller with its stack number instead of a checkmark.
5. Copies of election documents and accompanying Annual Report should be saved in an Archive folder
6. There was discussion of whether to allow observers seated in the Living Room to view the election counting via closed circuit TV. It was proposed that no videotaping or audiotaping be allowed. Committee members agreed to revisit these considerations at a later date.
C. Policies and Procedures critique/review
This is a work in progress, to be continued at the next few committee meetings.
D. Role of alternate. Consideration was made to allow Alternate to have voting privileges if there is not a quorum of voting members. Discussion to continue.
E. Establish Vice Chair Duties. To be addressed at next committee meeting.


8. Adjournment
1. Elections Committee will open late ballots today following the meeting to insure no other communications were included by lot owners. There were
18 ballots processed.
2. Interviews for new member(s) will be at the next meeting
3. Next meeting scheduled for June 18th: 10am interviews, 10:30 regular meeting.
4. Call for adjournment made by Kathie Graham, Chair, at 12:13pm. So moved by Mary Cassidy, seconded by Joe Loewy, approved by all members present.

Respectfully submitted by,
Elizabeth Ebner, Secretary

_________________________________________________

ELECTION COMMITTEE MINUTES

April 8, 2014
ECIA Conference Room

1. Call to Order


The meeting was called to order by Chairperson Kathie Graham at 10:04 am. Present members were: Jean Crawford, Joe Loewy, Elizabeth Ebner, and Mary Cassidy. Also present were Jan Pietrzak, ECIA Board Liaison, and Bill Donohue, ECIA General Manager. Forum Moderator, Debbie Reynolds, President of the League of Women Voters of Santa Fe County, attended a portion of the meeting. Observers Greg Collello and Joe Eigner.
2. Approval of Minutes
Joe Loewy moved for approval of the Minutes from the March 8, 2014 meeting, seconded by Mary Cassidy. Minutes approved 4/0.

3. Approval of Agenda
Mary Cassidy moved to approve Agenda, seconded by Joe Loewy. Agenda approved 4/0.

4. Open Forum
Joe Eigner – nothing
Greg Collello:
A. What happens with extra ballots? Extra ballots… Persons asking for a Ballot are asked to prove identity, are valid members in good Standing and must sign an affidavit. B. Envelopes are transparent. It will be addressed for next election. C. Who counts the ballots when they arrive at the ECIA? The procedure was explained.
5. Moderator for April 16th Forum – Debbie Reynolds
A. Review Format
B. Audio Video
a. Will be allowed as long as the film/tape is submitted in duplicate and in its entirety to the ECIA Gen. Mgr.
b. Pre approval for permission to record is required
c. It will be published on the Website
C. Closing statement was reviewed
D. There will be no cross talk during the debate. Joe Loewy moved, Mary Cassidy seconded, passed 4/0
E. Questions from the floor will be allowed time permitting, which will follow the LWV guidelines.
F. Questions from the floor will be combined together according to topic, made into one question and given to the moderator.
6. Board Liaison, Jan Pietrzak
A. Nominating Petition to address definition of Member in Good Standing. Moved to post election meeting
B. Jean Crawford. Clarify 3 separate dates on the petition;
Signing date
March due date
Date of Record
C. Tie Votes: Policies and Procedures calls for ‘Draw Lots’
a. If there is a tie vote there will be a recount immediately on the day of the count
b. If there is a tie vote, the candidates will meet at 10:00 AM the morning of the Annual Meeting in the Community Center Conference Room. The candidates will draw from 9 cards of the same suit, numbered 2 through 10. The cards will be shuffled and the drawing will be in alphabetical order by surname. High card wins. Joe Loewy moved, Jean Crawford seconded, passed 4/0
D. Recount discussion. Candidate can request a recount. Board is at liberty to accept or reject the request. According to existing Policies and Procedures there is not enough time to accommodate such a request.

7. Old Business
A. Jean asked if we will count how many people voted. Yes, as well as how many proxies are received.
B. Committee reviewed the tally procedure
C. Candidates or designated representatives can observe the count. The Election Committee must be made aware of their names the day before. Observers must be quiet. If there is a question it must be addressed to the Board Liaison who then presents it to the Chair.

8. New Business
Next Meeting will be May 13, 2014 to review Election Procedures.
9. Adjournment The motion to adjourn the meeting to Executive Session was made by Joe Loewy, and to exclude the Board Liaison. The motion failed. Joe Loewy moved to adjourn to Executive Session including Board Liaison. Jean Crawford seconded. Motion passes 4/0.

10. Executive Session
A. It was decided that 9pm would be time limit of the Forum
B. Candidates may not be able to address questions that deal with those issues related to current litigation.
C. Meeting adjourned at 1:25pm.
Respectfully submitted,

Elizabeth Ebner

____________________________________________________________________________________

ELECTION COMMITTEE MINUTES

March 8, 2014
ECIA Railroad Room

1. Call to Order
The meeting was called to order by Jean Crawford at 10:02 am. Present members were: Jean Crawford Acting Chair, Joe Loewy, Elizabeth Ebner, and Mary Cassidy. Also present were Jan Pietrzak, ECIA Board Liaison, and Bill Donohue, ECIA General Manager. Moderator, Marcy Litzenberg, Voter Services Chair of the League of Women Voters of Santa Fe County, attended a portion of the meeting via conference call.
2. Approval of Minutes
Mary Cassidy moved for approval of the Minutes from the January 21, 2014 meeting, seconded by Joe Loewy. Minutes approved 4/0.

3. Approval of Agenda
Elizabeth Ebner moved to approve Agenda, seconded by Joe Loewy. Agenda approved 4/0.

4. Open Forum
Bill Donohue nothing to report
5. Board Liaison Report
A. Jan Pietrzak asked the Committee to review criteria for petitioners to sign the petition. Committee will review after this election to clean up the language. Add to 4/8/14 agenda.
B. Jan Pietrzak asked the Committee to review the criteria for a member to be in “good standing” in order to sign a nominating petition. Committee will discuss this issue at a meeting to be scheduled after the election. Add to 4/8/14 agenda.
C. Jan Pietrzak questioned Policy language of "drawing lots" in case of a tie vote. Add to 4/8/14.

6. New Business
A. March 22 Candidate Forum format discussion with participation by Moderator, Marcy Litzenberg
1. Candidates will be asked to arrive at 9:45 am. Moderator will introduce herself and go over the procedures. Candidates will pick numbers for their turn to answer the Universal Question.
2. Kathy Graham will introduce the Moderator.
3. Moderator will introduce the Candidates.
4. Moderator will instruct audience to silence cell phones, no clapping until the end of the forum and to be respectful.
5. Time allotments and order for Candidates’ speaking times:
Opening Statement: up to 2 minutes each in alphabetical order
Universal Question Answer: up to 8 minutes each according to numbers drawn
Closing statement: up to 2 minutes each in reverse alphabetical order
6. Joe Loewy will keep time. There will be a 30 second sign warning and a bell to indicate time is up.
7. Moderator will make the closing statement and invite the audience to stay for the “Meet and Greet” portion of the forum.
8. Marcy will not be able to moderate that April 16th forum. She will ask another member of the LWV to be moderator.
9. Draft of Election Committee Information for the Candidate’s Packet
will be amended per the above discussions.
10.Committee thanked Marcy for her participation and valued input. Conference call was ended.
11. Bill will audio record the entire Forum
12. Jan will design the Program for the audience which will include: list of candidates, the Universal Question, the Moderator, important basic rules for the Forum, a statement about video that requests a waiver be requested of Kathy Graham before the use of edited video. Jan and Bill and the ECIA staff will supply the Programs and cards for audience to submit their questions to be used for the April 16th Forum
13. Jan will prepare numbers and envelopes for Marcy to give the Candidates.

7. Old Business addressed in 6

8. Room Set Up
A. 7 Candidates will be at one end of the room at a table
B. Audience chairs will be set up 6 abreast with a middle aisle
C. There will be 2 microphones on the Candidates’ table and one for the Moderator
D. Kathy and Joe will have reserved seats in the front row
E. There will be a podium for the Moderator
F. There will be a table in the back of the room at the entrance door with 1.Programs and cards for questions for the April 16th Forum.
2. Cough drops and water for the candidates and the audience
3. Elizabeth Ebner will be Greeter
G. Mary’s Room Set Up Time Line is herewith attached:
March 22nd, First Election Forum 10 am – 12 pm Rail Road Room
Set-up and Time Line
Room set-up as for Board meeting, done by staff
tables with skirts and seven chairs at end of room with windows
2 microphones at candidate tables
water for candidates and moderator
name placecards for candidates.
podium for moderator with microphone
American flag with stand
Chairs for attendees set up in slightly curved rows (three on a side, aisle in the middle)
Forum to be audio-recorded – Bill will set up.
Card table with chair at entrance with programs, cards for future questions and pencils, container with cough drops
Programs for event developed by Bill and Jan (Candidates names, moderator's name, format, universal question)
Cards for future questions designed by Bill and Jan
Extra pens, some blank sheets of paper, a scissors, some paper towels, masking tape
First two chairs on right reserved for moderator and Kathie Graham
First chair on the left reserved for Joe Loewy (time keeper)
Joe has 30 second warning sign and a bell

Nametags for candidates and moderator provided by staff

Jan provides envelopes with number cards inside for candidates to draw to determine speaking order for universal question.

9:15 am Jean Crawford and Mary Cassidy arrive to go over set-up

9:30 am Election Committee members and Moderator (Marcie Litzenberg) arrive

9:45 am Candidates arrive
Elizabeth Ebner, with help from other committee members, greets attendees, passes out programs and question cards

10:00 am Forum commences
See Draft Election Committee Information for Candidate's Packet for format details– Joe Loewy finalizing this document.
9. Ajournment The motion to adjourn the meeting was made by Joe Loewy, seconded by Mary Cassidy and approved 4/0 at 11:44 am.


Respectfully submitted,

Elizabeth Ebner
__________________________________________________________________________________________

ELECTIONS COMMITTEE MINUTES

January 21, 2014
Community Center Conference Room

1. Call to Order
The meeting was called to order by the Chairman at 10:07am. Present were: Chairman, Kathie Graham and members, Jean Crawford, Joe Loewy, Elizabeth Ebner, and Mary Cassidy. Also present were Jan Pietrzak, ECIA Board Liaison, and Bill Donohue, ECIA General Manager.

2. Approval of Minutes
Joe Loewy moved for approval as corrected of the Minutes from the October 26, 2013 meeting, seconded by Jean Crawford. Minutes approved 5/0.

3. Approval of Agenda
Marry Cassidy moved to approve Agenda, seconded by Joe Loewy. Agenda approved 5/0.

4. Open Forum
A. Time-table for election process was clarified.
1. Nomination Petitions and candidate resumes due March 1st or next business day.
2. ECIA Staff will validate Nomination Petition signatures and inform the Election Committee of the results. On March 4 Candidates will receive forum formats, the question for the forum and date for pictures to be taken for election packets.
3. Elections Committee will meet on March 8th to finalize the time allotments for speakers at the forums, depending on the number of candidates, and review the vote counting procedure.
4. Forum #1 will be March 15, Saturday, in the Railroad Room of the ECIA from 10am to 12pm.
5. Voting Packets go out with the Annual Report, to be mailed late March.
6. Elections Committee meets on April 8th to select questions from those submitted for the second Candidate Forum. Questions will be grouped by issues and chosen from those groups.
7. Forum #2 will be April 16 from 7pm to 9pm at LaTienda.
8. Ballots due May 1st.
5. Board Liaison Report
A. Jan Pietrzak reported the Board retreat in January proposed two windows of dates in which to schedule candidate forums: March 8 to 11 and April 5 to 10.
B. Jean Crawford asked if the Board is considering putting Lot and Block numbers on the ballot. ECIA does not plan to use the UBL for this election.

6. New Business
A. Candidate Forums
1. The committee agreed on the following format for the first Forum:
a. Moderator greets audience, introduces candidates and outlines rules (no applause, no cross debate, no interruptions, etc.). 2-3 minutes.
b. Opening statements by each candidate. Candidates speak in alphabetical order of last name. Time allotments TBD by the Elections Committee, depending on the number of candidates.
c. One question, determined by the Elections Committee will be asked of each candidate (in reverse order). The question is, “What are the three most important issues confronting the Board and the community and how would you address them?” Time allotments for answering the question TBD, as above.
d. Moderator closes Forum and introduces the next segment: a ‘meet and greet’ and time to talk with the candidates. Moderator directs audience to submit questions for the next Forum as they leave. Tables will be at door, where staff will have cards and pencils. Lot owners could also submit questions via email or in person at the ECIA office. Questions due by April 4th.
2. The committee agreed on the following format for the second Forum: a. The moderator will open the meeting and set the ground rules.
b. The format of this forum will be to have the candidates answer questions supplied by the membership. No prior information about the questions will be given to the candidates. The moderator will hold the questions.
c. Opening statements from each candidate, time allotments TBD as above.
c. Seating of the candidates will be by lot.
d. Question #1 will be asked of candidate #1, question #2 of candidate #2, and so forth. Time limits TBD as above.
e. Cross debate will be allowed and given a time allotment, TBD, as above.
3. Moderator: Kathie Graham will check with the League of Women Voters and with Marilyn at ECIA for any information about getting a moderator.
4. Timekeeper: Joe Loewy volunteered to be timekeeper for both forums.
5. Jean Crawford and Mary Cassidy volunteered to be in charge of set up for the rooms of each Forum.
6. Jan Pieterzak will check with the Board’s attorney as to the legality and limits of filming the Forums.
7. Bill Donohue checked with La Tienda to insure that the space is available.
8. Elizabeth Ebner will submit Marquee Message Request Form to ECIA notifying the membership of the Candidate Forums.
9. Elizabeth Ebner was asked to submit a blurb about the dates for the Candidate Forums for the February Vistas.
10. Candidates who are unable to attend one or both of the Forums will be given the opportunity to submit a written statement to be read by a proxy or the moderator, their choice.
B. Annual Report
Covered in Open Forum
C. Vote Counting Procedure
Will be continued at April 8th meeting.
D. Recruiting Alternate Member
Members reported that the search goes on. A blurb in the February Vistas was suggested. Elizabeth Ebner volunteered to do that.

7. Adjournment
The motion to adjourn the meeting was made by Elizabeth Ebner, seconded by Kathie Graham and approved 5/0 at 12:26pm.


Respectfully submitted,

Elizabeth Ebner

_______________________________________________________________________________________

ELECTION COMMITTEE MINUTES

October, 26, 2013

Community Center Conference Room

Call to Order

The meeting was called to order by the Chairman at 02:00 pm. Present were Chairman Kathie Graham and members Jean Crawford, Joe Loewy, Elizabeth Ebner, and Mary Cassidy.

Also present was Jan Pietrzak (ECIA Board Liaison).

Approval of Minutes

Kathie Graham moved approval of the Minutes from the August 30, 2013 meeting, seconded by Jean Crawford. Minutes approved unanimously.

Board Liaison Report

Jan Pietrzak reported that the Board has determined the format for the October 23rd Open Forum at 7PM. It will take place at the Performance Space at La Tienda and will follow the same procedures that were used in the prior Open Forum meeting. Dag Ryen, President of the ECIA, will be the facilitator. There will be no dais or special seating arrangements for the Board or Election Committee members.

Kathie Graham will verify with County Officials about its ability to run a private election.

Kathie Graham will update current Policy and Procedures for Elections on the ECIA website as approved by ECIA Board. Only Page 1 of the Information and Instruction Sheet for Nomination Petition shall be posted at this time.

Approved new Charter and most recent approved Minutes of the Election Committee shall also be posted at this time.

Old Business

None.

New Business

A. Nancy Dayton

Nancy Dayton, long standing member of the Elections Committee, has resigned. We want to acknowledge the many years of selfless service Nancy has given to the ECIA and to this committee. We wish her the best in her future move.

B. Mary Cassidy

Mary Cassidy has been moved from alternate member to permanent member. Motion made, seconded and unanimously approved. Request for approval will be made to the Board by Jan Pietrzak.

C. Secretary Position

Elizabeth Ebner volunteered to take the Secretary position for the committee.

D. New Alternate Member

Committee will start search for replacement alternate member.

E. Request for Roster Contact information

Information to be posted on the ECIA Webpage should include name, phone number and email address.

Information for the in house personnel Roster should include the above plus address and cell phone.

Each member of the Committee is requested to give their contact information to Jan Pietrzak at: j.peitrzak@eldoradosf.org as described above.

Adjournment

The motion to adjourn the meeting was made, seconded and unanimously approved at 03:07 pm.

Respectfully submitted,

Elizabeth Ebner

____________________________________________________________

 

ELECTION COMMITTEE MINUTES

August 30, 2013

Community Center Conference Room

Call to Order

The meeting was called to order by the Chairman at 10:00 AM. Present were Chairman Kathie Graham and members Jean Crawford, Nancy Dayton and Joe Loewy. Member Elizabeth Ebner was excused.

Also present were Jan Pietrzak (ECIA Board Liaison), Pam Henline, GM Bill Donahue and Mary Cassidy (Prospective member.)

Approval of Agenda

Jean Crawford moved approval of the Agenda, seconded by Joe Loewy. Agenda approved unanimously.

Open Forum

None.

Board Liaison Report

Jan Pietrzak reminded the Committee that the Board wished to have any recommended changes to the Election Documents and Forms submitted in time for Board review and approval in advance of Public Forum(s) to be scheduled in the early fall. He mentioned that the Board had received the four options forwarded by the Election Committee for selecting the terms of the winning candidates for election in 2014.

Old Business

A. Nomination Petition and Information Sheet

Discussions were held about Board and Committee suggestions for improving the Nomination Petition Information and Instructions Sheet and the Nomination Petition form. Changes to these documents in order to be more specific about the definition and timing of Members in Good Standing, Assessments, the due date and time for submission of Petitions to the ECIA office, distribution of literature and political sign size limitation, timing and placement were discussed.

Joe Loewy moved to accept the Nomination Petition form and the Information Sheet as amended for Board approval, seconded by Jean Crawford. The motion was approved unanimously.

B. Election Committee Policies and Procedures

Discussions were held to consider revisions to the Election Committee Policies and Procedures to clarify due dates for submission and return of election documents as well as the sequence of events and the responsibilities for recount requests.

Nancy Dayton moved to accept the election Committee Policies and Procedures as amended for Board Approval, seconded by Joe Loewy. The motion was approved unanimously.

C. Procedure to reestablish Election Rotation for Board of Directors

The Committee forwarded several options for reestablishing the election rotation for Board Directors following the June 27, 2013 meeting.

New Business

A. Mission Statement/Charter Review

The Committee discussed any possible revisions to the Mission Statement and Charter for approval by the Board. One discussion resulted in a recommendation to be more specific about the role and responsibilities of an alternate member.

Joe Loewy made a motion to accept the amended Charter for approval by the Board, seconded by Nancy Dayton. The motion was approved unanimously.

Adjournment

Nancy Dayton made a motion to adjourn the meeting, seconded by Joe Loewy. The meeting was adjourned at 11:29 pm.

Respectfully submitted,

Joe Loewy

____________________________________________________________

 

ELECTION COMMITTEE MINUTES

for

June 27, 2013

Community Center Conference Room

 

The Election Committee met at 10 am to interview Elizabeth Ebner for membership to the Committee.

The regular meeting was called to order by the Chairman at 10:30 am. Present were Chairman Kathie Graham and members Jean Crawford and Nancy Dayton. Jan Pietrzak attended as the ECIA liaison. Others present were Elizabeth Ebner, Greg Colello, and Joe Loewy.

Jan Pietrzak reported that the charge from the Board included one or more options to get the terms of the Board Members back on a staggered three-year track. He reminded the attendees that the Committee only makes recommendations to the ECIA Board.

Old Business

A discussion was held about the Nomination Petition and a few minor changes were made. Nancy moved that the Petition with changes be approved. This was seconded by Jean and the motion passed.

Petitions are due in the ECIA Office by 5:00 PM on March 1 or the first following business day.

There was discussion about the time that election signs can be in use. This will depend on the definition of Election.

Addresses of lot owners are public record and may be given out provided there is no commercial use.

Election Policies and Procedures were discussed along with the definition of Date of Record.

Jean moved that the Policies and Procedures be accepted with changes and we send the Election Policies and Procedures to the ECIA Board for their approval. Nancy seconded the motion and it passed.

New Business

The Committee considered ways to fix the terms of ECIA Board members so that an almost even number are up for election each year.

The following ideas are to be given to the ECIA Board for their consideration:

1. The candidates would have to choose the term (one-year, two-year, or three-year) for which they want to run. There would be three columns on the ballot with two positions for 2015 (one-year term), two positions for 2016 (two-year term), and three for 2017 (three year term). Future terms would all be for three years.

2a. Joe suggested that out of all the candidates, the seven receiving the highest number of votes would be elected but the three highest would serve three-year terms (until 2017), the next two would serve two-year terms (until 2016), and last two would serve one-year terms (until 2015).

2b. Greg suggested the same seven with the highest number of votes be elected but the person receiving the highest number of votes would choose if he/she wanted a one-year (2015), two-year (2016), or three-year (2017) term. In the order of the descending vote totals, each Director would then chose a term.

2c. The last would be a lottery. The seven with the highest number of votes would be elected and they would draw for two positions that expire in 2015, two that expire in 2016 and three that expire in 2017.

Jan said a public forum will be held regarding these options.

Greg asked that the Committee have the County run the election. After discussion he stated that he would withdraw that request. He was told to send suggestions to improve the election process to Jan and he would take them to the ECIA Board.

Nancy moved and Jean seconded the motion to adjourn at 1:35 PM.

After the regular meeting the Committee met with Joe Loewy about membership on the Committee.

The Committee voted to approve Elizabeth Ebner and Joe Loewy for membership on the Committee and will send their names to the ECIA Board for their approval.

Respectfully submitted,

Nancy Dayton