Minutes - Election Committee

Election Committee

January 8, 2020 – 2:00 P.M.

Eldorado Community Center Conference Room

  1. 1. Call to Order

The meeting was called to order by Chair Bette Knight at 2:07 P.M.  Members present were Butch Gorsuch, Mary Cassidy, and Kathie Graham.  Jody Price was excused.  Liaison Sal Monaco and HOAMCO Representative Rachel Turnbough were also present.

  1. 2. Approval of Previous Minutes

The minutes for December 11, 2019, were approved 4-0 via email on December 14th and were posted to the website on December 16th.

A motion was made by Kathie and seconded by Mary to confirm the 4-0 email vote approving the above- named minutes.  Motion carried by 4-0 voice vote.

  1. 3. Approval of Agenda

A motion was made by Butch and seconded by Mary to amend the Agenda as follows: 7A Discussion of Election Committee meeting time and date; 7B Updating Election Materials; 7C Discussion of Candidate Forums; 7D Discussion of New Officers; 7E Date of Record and Members Eligible to Vote.  It was moved by Butch to change the agenda as stated and Mary seconded.  Motion carried by voice vote 4-0.

 

 

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

Bette welcome Sal and gave him an overview of the Election Committee's documents and of the committee's processes. 

5    Board Liaison Report

George Rutter, who was to be the parliamentarian, resigned from the Board.  The Board will seek another parliamentarian.  The Board will make the effort to seek younger members to run for the Board.

The budget has been approved by the Board and the Association is in good financial shape.  The error regarding the assessment due date will be corrected to March 2, 2020.  Contracts have been Initiated regarding further pool area work, parking lot lights, etc.  Raising assessment complaints have been received and explanation provided. 

  1. 6. Old Business
  2. A. Election Checklist 2019-2020 Update

 A few items' completion dates were entered.  Bette will schedule a meeting with staff regarding the election documents and printing and mailing deadlines.

  1. B. Publicity

Articles have been submitted to staff for publication to the members through January and February regarding election processes and deadlines.

 

 

  1. 7. New Business
  2. A. Discussion of 2020 committee meeting dates and times

Butch suggested we reset the meeting time from 2-4 P.M. to 3-5 P.M. for Jody to attend the meetings.  As requested, Butch consulted Jody about the time and he confirmed it would be better.  The committee agreed.

  1. B. Update Election Materials - Ballot, QPS

The ballot had some clarification changes to the instructions.  The Quorum Proxy Statement had no changes.  Mary moved to accept the updates as discussed and Butch seconded the motion.  Motion carried 4-0 by voice vote.

  1. C. Discuss Candidate Forums

Bette provided examples of the Candidate Forums invitations and instructions for the March and (if needed) April forums to be given to the candidates. 

  1. D. Discussion of new Election Committee officers

Butch nominated Kathie for vice chair.  He moved to close nominations and Mary seconded.  Motion carried 4-0.  Butch moved to elect Kathie as vice chair and Mary seconded.  Motion carried 3 in favor and 1 recusal.

Mary moved to nominate Butch for secretary and Kathie seconded.  Motion carried 4-0.  Kathie moved to close nominations and Mary seconded.  Motion carried 4-0.  Mary moved to elect Butch as secretary and Kathie seconded.  The motion was carried 3 in favor and 1 recusal.

Butch moved to retain Bette as chair and Mary seconded.  Motion carried 3 in favor and 1 recusal.

  1. E. Date of Record and Members Eligible to Vote

Mary expressed concerns about the possible conflict between the Bylaws stating the date of record for members to be eligible to vote is 5 p.m. on the first business day of March (March 2, 2020 this year) and the Board’s assessment letter stating dues are due March 1, 2020.  Since March 1st is a Sunday, members checks would have to be credited by February 28th.  After discussion, the committee confirmed that 5 p.m. on March 2, 2020 will be the assessment deadline for Members eligible to vote per the Bylaws. 

The Board will correct the erroneous information put out to be sure the members know the date for eligibility to vote will be March 2, 2020 by 5:p.m.  This deadline is when their check must be credited to their account.

  1. 8. Adjournment

The next meeting will be on Wednesday, February 12, 2019, 3:00 – 5:00 P.M. at the ECIA Conference Room.

The meeting was adjourned at 3:55 P.M.

Respectfully submitted,

Kathie Graham, Secretary