Minutes - Election Committee

Minutes of the Meeting of the

ECIA Election Committee

Held on August 12, 2020


  1. Time, Place and Attendees.   A meeting of the ECIA Election Committee (“EC”) was held on August 12, 2020.  The meeting was held via a ZOOM teleconference and was called to order by Bette Knight at 3:00 PM.  Meeting was recorded by ECIA Staff.

Four committee members were present; therefore, a quorum was achieved.  Specifically, Bette Knight, Mary Cassidy, Kathie Graham and Butch Gorsuch were present.  Committee member Jody Price had an excused absence.  Board Liaison Sal Monaco and Staff Representative Sarah Skagen were also present.  Sarah was the ZOOM coordinator.

  1. Minutes. Butch reported the minutes of June 10, 2020 were approved unanimously 3-0 via email.  Per the Sixth Amended version of the ECIA Bylaws, voice approval is no longer required if unanimously approved via email.  Confirmation from ECIA Staff of posting of the minutes received on July 3, 2020.

Note:  This agenda item was added by amendment within the meeting during the “Approval of the Agenda” item.

  1. Approval of Agenda. Butch suggested the agenda be altered such that “Status/Approval of the Minutes” be inserted as a new agenda item #2 and all following agenda items numbers be increased by one.  Mary moved to alter the agenda as suggested.  Kathie seconded.  Committee approve amendment by voice vote 4-0.
  1. Open Forum. None of the attendees of the meeting requested to discuss any topics under the Open Forum format.
  1. Board Liaison Report. Board liaison Sal Monaco reported:
  1. Board Budget preparation for 2021 is in full swing. Committees have submitted budget request to be reviewed by Board next month.
  2. Pool is in last week of full operation. Lifeguards will soon be going back to school.  Pool will be closed the following week for training of SF Community College lifeguard training, which hopefully will be a source of future lifeguards for the Association.
  3. Pool construction will resume this fall on remaining issues. Construction scheduled to be concluded Spring 2021.
  4. Board has approved a new records request form which is available on website.
  5. Board has approved a new policy for liaison duties, located on Board and Committees tab.
  6. HOAMCO won the proposal as the future ECIA management company. A draft of the proposed three-year contract is available.  New contract to include some capabilities such as allowing residents to present payment in person to the ECIA Office.  This might help alleviate issues with assessment payments not clearing in time by mail.  Date of assessment does not have to be the same date as the Date of Record.  As such the Board has initiated a legal review to determine if the date of assessment can be moved up a few weeks.
  7. The Association is applying for allocation of funds from the “Integrated Capital Improvement Plan” (Santa Fe County) for future road improvements.
  8. As some expenses have been delayed, Association has purchased a short-term CD.
  9. Dark Skies Initiative – Board is looking at ways to achieve initiative within Covenants guidelines.
  10. Bette asked the following: Was postmortem from 2020 reviewed?  Sal confirmed it was sent to the Board. 
  11. Sal proposed consideration of: Should a nomination committee be created?  If so, should it be a subcommittee as it would have a very narrow focus.  Committee to discuss more in future.
  1. Old Business.
  1. Destruction of 2019 Election Materials - This post-election Records Retention activity was delayed due to pandemic. Board had previously approved a delay to September 2020.  Committee discussed how to proceed.  Sarah suggested someone from the committee could go through the ECIA “covid guidelines” and access the Election Materials that would be placed in the Railroad Room.  The EC representative could then confirm what is acceptable to destroy, and ECIA Staff then destroys those materials as they see fit.  Bette indicated only one EC representative would be required and volunteered to be that representative.  Bette to schedule time with ECIA office to conduct the review of these materials.
  2. Election Procedures Review – Committee reviewed the Revision spreadsheet for proposed changes to procedures. Committee reviewed each of the ten items documented in the spreadsheet.  Discussion tabled from previous meeting regarding section 9.7.2 was resolved such that the current language regarding invalid votes cast to remain as it aligns with Robert’s Rules of Order.  Butch to clean up the procedures document and notify committee when clean copy is available.  Committee to review at next meeting and vote to send it for Board approval.
  1. New Business.
  1. a) Nomination Petition - Committee reviewed proposed 2021 Nomination Petition prepared by Bette. Committee agreed to review offline and to be prepared to discuss at next meeting.
  1. Adjournment – adjourned at 4:45 PM

The next regularly scheduled monthly meeting will be held on Wednesday, September 9 at 3:00 P.M. in the ECIA Conference Room or by Zoom.

For the ECIA Election Committee

By:  __________/s/____________________    _8/12/2020            

Secretary Butch Gorsuch                        Date