Minutes - Election Committee

September 7, 2018

September 12, 2018 – 2:00 P.M.

Eldorado Community Center Conference Room

  1. Call to Order

The meeting was called to order by Chair Bette Knight at 2:05 P.M.  Members present were Butch Gorsuch, Mary Cassidy and Kathie Graham.  We have a quorum.  David McDonald substituted for our Board Liaison Jody Price. 

  1.  Approval of Previous Minutes

The minutes for August 7, 2018, were approved 4-0 via email and on August 13, 2018 the request was made for posting these minutes to the website. Posting confirmation was received on August 14, 2018.

Butch moved that we confirm the 4-0 email votes for the September 7, 2018 minutes.  Mary seconded the motion.  Motion carried by 4-0.

  1.  Approval of Agenda

A motion was made by Mary and seconded by Butch to amend the Agenda as per discussion by adding item 7B.  Motion was carried by voice vote 4-0.



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


5    Board Liaison Report

An adhoc committee didn't feel the need to take minutes, post them and publicize the meeting 48 hours prior.  David wants this done for transparency to the community. 

It was discovered the recorder was not running.  Bette reiterated the first part of meeting for the record.

  1.  Old Business
  2.  Charter

The Election Committee Charter was approved by Board at a special meeting on September 5th.

  1. B. Election Checklist - continue update with #30-31

This is a guideline for the Committee's schedule for the election process with dates changed appropriately to the next year.  We will continue at the October meeting with #43.

David said the Board was discussing the separation of the Date of Record from the assessment deadline to encourage more eligible voters by moving the annual assessment deadline to an earlier date. 

  1. C. Legal hold status for Hen's Vote

Butch and Jody met with the ECIA lawyer, John Hayes, to discuss the destruction of the election documents for the 2012 Hens as Pets Covenant vote.  John said there is no legal hold on these documents. The Board will have to decide how to handle this issue.

The Committee suggested the Board retain the official summary of the vote if ballots and other materials are shredded.  Butch will email a copy of the summary to David McDonald.

  1. 7. New Business
  2. A. Nomination Petition Update

We will give it a final review at our October meeting. 

  1. B. Change hours for Oct. 10th meeting. 

Mary requested a change of meeting hours for the October 10th meeting due to a conflict.  It was agreed the hours will be from 10 a.m. to Noon. 

  1. Election Procedures Review

A final review of the updated Draft Procedures will be discussed at the October meeting. 

  1. Adjournment

The next meeting will be on Wednesday, October 10, 2018, from 10 A.M. to Noon at the Eldorado Community Center Conference Room.

The meeting was adjourned at 4:21 P.M.

Respectfully submitted,

Kathie Graham, Secretary