Minutes - Election Committee

Election Committee

May, 9,2018 – 2:00 P.M.

Eldorado Community Center Conference Room

  1.  Call to Order

The meeting was called to order by Vice Chair Butch Gorsuch at 1:59 P.M.  Members present were Butch Gorsuch, Mary Cassidy, Jeanne Calzada, and Kathie Graham.  Bette Knight was excused.  Board Liaison Jody Price was present. 

  1.  Approval of Previous Minutes

The minutes for April 11, 2018, were approved 5-0 via email and were posted to the website.

  1.  Approval of Agenda


Butch requested amending the agenda by adding under Old Business: A. Election Check List; B. Tally sheet; C. Election Procedures and under New Business: A.  Discussion of Emily’s childcare situation; B.  What to do with the chicken election materials.  A motion was made by Jeanne and seconded by Mary to amend the Agenda as per discussion.  Motion carried by voice vote 4-0.  



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

Butch apologized to Jeanne who accepted.  Jeanne was concerned about making decisions without a vote. 

Jeanne will be in California for the June meeting.



  1.  Board Liaison Report

The Election Committee liaisons are Jody and Emily.  Jody thanked us for our great work and handling last-minute discussion before the Annual Meeting. 

  1.  Old Business 

        A. Election Check List - updated

The Check List was reviewed and completed items updated.

       B. Tally Sheet

The tally sheet used for the Director election was reviewed for format usability and statistics collection.

       C. Election Procedures

This will be added to next month's agenda to prepare for updating.   Possible inclusions might be:

  1.  Automatic recount criteria.
  2.  A Ballot is valid until proven otherwise.


  1.  New Business

A. Board of Directors Election Post-Mortem 

            Return ballot issues

            Reserve living room

            Ensure postage permit is current and sufficient funds available for postage paid envelopes.

            The day before counting, check if ballots are at the post office.

            Staff responsible for their checklist items.

            Updating Nomination Petition re-adding information about signing the Agreement to Serve.

            Key election Dates - include forum dates

            Candidate forum dates to be included in the Nomination Petition.

B. What to do with Chicken ballot documents?

            The Election Committee recommends to the Board that the election materials be stored with the legal documents and then determine the retention schedule. 


Mary wanted to note that Bette did an excellent presentation at the special meeting. 


  1.  Adjournment

The next meeting will be on Wednesday, June 13, 2018, 2:00 – 4:00 P.M. at the Eldorado Community Center Conference Room.

The meeting was adjourned at 3.38 P.M.

Respectfully submitted,

Kathie Graham, Secretary