Minutes - Election Committee

Election Committee

May 10, 2017 – 2:00 P.M.

Eldorado Community Center Conference Room

  1. Call to Order - A quorum is present.

The meeting was called to order by Chair Bette Knight at 2:01 P.M.  Members present were, Mary Cassidy, Kathie Graham and Jeanne Calzada.  Board Liaisons, Pam Henline and Mike McDonald were present.  Butch was excused.

  1. Approval of Previous Minutes

The April 12, 2017 minutes were approved via email and are posted on the Eldorado website.

  1. Approval of Agenda

Bette requested moving 7.A to follow the Approval of Agenda and 7.D be deleted.

Motion was made by Mary and seconded by Jeanne to amend the Agenda as requested.  Motion carried by voice vote 4-0

7.A      Staff Election Post-Mortem: 

      Only three Annual Report packets were returned due to address errors. 

      Problems:  printed material was mailed elsewhere which cost time;  pre-glued envelopes are worthwhile as wetting glue was time consuming. 

      Positives:  Learned to sort mail-outs but will recommend mailing be outsourced;  Recommend a direct single-sheet mailing to Members Eligible to Vote explicitly explaining the procedure to pay the annual assessment to HOAMCO and, to be eligible to vote, the check must be cleared by the  HOAMCO bank prior to the deadline.  No checks are to be taken to the ECIA office. 

  1. Open Forum (5 minutes per person, 20 minutes maximum)

None.

5    Board Liaison Report

The Vistas newsletter will be reviewed for improvement. 

As of June, the Board will change the meeting days:  Work Session will be the 3rd Wednesday and the Board meeting the following Monday. 

Pam said that 2 or 3 Board members were concerned about the Ballot and the Quorum  Proxy Statement being placed in the same envelope.

  1. Old Business
  2. Election Checklist update

The dates on the Checklist have been changes to black as they have been completed.  Further editing will be discussed at the June meeting.

  1. Organize OneDrive documents - postponed to June meeting.
  1. New Business
  2. ECIA Staff Election Post Mortem - see above
  3. Election Committee Election Post Mortem

The following changes will be implemented in the 2018 election:  Use colored paper for Quorum Proxy Statement;  no security number;  provide mail gum to tellers; advertise to community regarding the availability of video/audio streaming to the ECIA Community Center living room;  add a page to Nomination Petition to inform the  candidates they must sign the pledge to serve as well as other pertinent information from the Board.

Mary provided statistics regarding the 2016 Board election of 22% ballot return.  The 2017 election had more ballots sent out and had a return of 27%.

  1. 2018 Bylaws Revision Kickoff

An email for Member comments on reviewing the Bylaws will be active June through July.  The email is bylawsreview18@gmail.com;  At the June meeting we will discuss the first four articles.  Notification to the Members will be published in the Vistas, in the E-Blast, and on the website and the marquees.

  1. Petition Board for new Liaison

            DELETED due to liaisons being assigned prior to this meeting.

  1. Election Committee Contact List

The list was handed out to all members and the liaisons but corrections were requested so an amended list will be emailed.

Bette also handed out the Election Committee Meeting Policy which was adopted from the Open Meetings Act. 

  1. Adjournment

The next meeting will be on Wednesday, June 14, 2017, 2:00 – 4:00 P.M. at the Eldorado Community Center Conference Room.

The meeting was adjourned at 3:32 P.M.

Respectfully submitted,

Kathie Graham, Secretary