Minutes - Election Committee

Election Committee

July 11, 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 2:02 P.M.  Members present were Butch Gorsuch, Mary Cassidy and Kathie Graham.  Board Liaison Jody Price was present. 

  1. Approval of Previous Minutes

The minutes for June 13, 2018, were approved 4-0 via email and were posted to the website.

  1.  Approval of Agenda

A motion was made by Mary and seconded by Butch to accept the agenda as presented.  Motion carried by voice vote 4-0.


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


  1.  Board Liaison

 The Election Committee Liaison, Board President and Election Committee designee, Butch, will arrange a meeting with lawyer John Hays to get advice on document retention concerning the 2012 Covenant amendment voting materials.

The Board is thinking about the Bylaws review for next year and Jody requested the Bylaws Checklist be sent to him for planning.

Electronic meeting guidelines will be addressed in the near future.

The draft "best practices" document will be sent to all committee chairs when it is completed.  The original document was discussed at the March Working Session and it is still in progress.

  1.  Old Business
  2. A. Election Post Mortem

The final document along with the 2018 Election Checklist will be sent to Jody for presentation to the Board at the next monthly meeting.  

The Election Committee will solidify dates for the 2019 Election Checklist as they work with staff and committees to complete the Key Election Dates for the calendar.  The Election Committee will work with staff training in early 2019.   

 Updates and additions for the 2019 Checklist will be done this fall.     

Jody requested that representatives from the Election Committee attend the regular Board meeting on August 26th, 7 p.m., to be available if Directors have any questions on the Election Post-Mortem. 

  1. B. Charter

Butch will send the final updated Charter to Jody for presentation and approval at the July Board meeting.

  1. C. Destruction of 2017 Election Materials - Butch

The destruction of the 2017 Election Materials by a professional company has not been done as of this date.  Staff is responsible to carry out this task.  Butch will follow up on this with staff.  The committee requests that upon completion of this task a verification note from the professional company be sent to the office and to us.  

  1.  New Business




8.Election Procedures Update

We began review of the Election Procedures document and will continue from Section 7.1.3 at the August meeting.

  1.  Adjournment

The next meeting will be on Tuesday, August 7, 2018, 3:00 P.M. at the Eldorado Community Center Conference Room.

The meeting was adjourned at 3.54 P.M.

Respectfully submitted,

Kathie Graham, Secretary