Minutes - Election Committee


September 14, 2016 – 2:00 P.M.

ECIA Classroom

1.  Call to Order

A quorum was established and the meeting was called to order by Chair Kathie Graham at 2:08 P.M.  Members present were Mary Cassidy, Butch Gorsuch, Bette Knight and Joe Loewy.  Board Liaison Todd Handy was present and due to other obligations left early.

2.  Approval of Previous Minutes

The minutes of the August 10, 2016 meeting were approved via e-mail.

3.  Approval of Agenda

Joe Loewy moved to amend the Agenda by adding  7. C Board Candidate Interviews to New Business and Butch Gorsuch seconded the motion.  Motion carried 5-0, by voice vote.

4.  Open Forum – None

5.  Board Liaison Report

Director Handy mentioned that interviews for the GM position were being conducted today at 3:00 P.M.  The date set for interviews for Board candidates has been set for September 23, 2016, 9 – 12.  The committee was reminded to get all financial estimates to the GM.  Kathie and Joe did this back in August, 2016.

6.  Old Business

A.  Update Removal Petition to Do’s

Joe Loewy reviewed the updated list with committee members and further details were discussed and added for clarification.

B.  Video System Reimbursement

Butch Gorsuch asked Director Handy as to the procedure for reimbursement on the video feed purchased. Director Handy has approved this expenditure and will bring it to the attention of the GM Isabel Ugarte.

7.  New Business

A.  Processing duplicate ballots

The committee discussed various ways to handle any duplicate ballots on Ballot Counting Day.

B.  Ballot counting procedure for September 29, 2016

Committee members discussed and are working on procedures to ensure the ballot counting is done with accuracy and integrity.  The Ballot Removal Election concludes on September 28, 2016, 5:00 P.M. with Ballots to be counted on September 29, 2016, commencing at 9:00 A.M.  A video feed will be available in the ECIA Living room for those Members wishing to observe the process.  Invited observers will be in the Conference Room viewing the counting process.

C.  Board Candidate Interviews

A draft of a memo to the Board of Directors was presented and discussed.  It was decided to have a committee member present a final copy at the September 15, 2016 Board Meeting in Open Forum as well as e-mail to all Directors.  Members should be able to know who is interviewing and how they would represent the community when serving on the Board. 

8.  Policies and Procedures Review

The committee agreed to have Butch Gorsuch reformat this document and present it to the committee at the next meeting.  Due to time, no further review was done.

9.  Adjournment

The meeting was adjourned at 4:09 P.M.

The next regularly scheduled monthly meeting will be held on Wednesday, October 5, 2016, 2:00 P.M. in the ECIA Conference Room.  Note that this is the first Wednesday in October and a variance from the usual meeting date.