Minutes - Election Committee

Election Committee

March 13, 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 2:00 P.M.  Members present were Mary Cassidy and Kathie Graham.  Butch Gorsuch was excused.  Board Liaison Libby Maclaren was present.  Guest Jody Price also attended.

  1. Approval of Previous Minutes

The minutes for February 13, 2019, were approved 3-0 via email.  On February 18, 2019, these minutes were posted to the website.  Mary moved the minutes from February 18, 2019, be approved.  Kathie seconded.  The motion was carried by 3-0 voice vote.

  1.  Approval of Agenda

A motion was made by Kathie and seconded by Mary to amend the Agenda as per discussion. The additions were:  6. Old Business, B. Replacement Ballot Instructions and 7. New Business, B. Observer Rules and C. Teller Letter to the Board of Directors.  Motion carried by 3-0 voice vote.


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


  1.  Board Liaison Report

Discussions at the Board Meeting regarding the stables and water fees and fly predator removal were held.


The swimming pool is the biggest financial item so only one CD was renewed to have money for pool expenses.  Contracts were approved but Facilities & Grounds has concerns about future costs.  

Mike Bullock, the Project Manager, has resigned. 


Interviews will be held for a website designer in the near future.

The proposed ECIA Roles and Responsibilities of Committees will likely be merged into the charters.


  1. Old Business
  2. A. Election Checklist

Reviewed and updated.

  1. B. Replacement Ballot Instructions

The Quorum Proxy Statement (QPS) will be the only document included in the Annual Meeting packet as there were no Nomination Petitions submitted.  Staff has been updated on the Replacement QPS materials that may be requested by Members in Good Standing who may not have received them.

The process in the Election Procedures for replacement requests of ballots will be followed for replacement requests of the QPS. 

  1. New Business
  2. A. Quorum Proxy Statement counting

The counting process in the Election Procedures will be followed.  The QPS is printed on the bottom of one page.  The return instructions are printed above and inform the recipient to cut off the QPS and return it in the secure prepaid envelope. 

  1. B. Observer Rules Revision

The Invitation to Observers and Criteria Rules were updated and a letter will be sent to the Board of Directors by the General Manager for QPS Counting Day.  All observers, including the Board of Directors’ representative, are to sign and return the document to the General Manager by April 29, 2019.

Based on the number of QPS returned the last few years, the Election Committee will be able to count QPS without assistance.

The Board received a letter from the Election Committee last week regarding the urgency for having a fifth member.  It was also noted that no term was given in the announcement for Members interested in applying for the appointee position.

Jody appreciated being asked to be a member of Election Committee and would be honored to do so.  The Committee asked Jody some interview questions.  Afterward, Mary moved to accept Jody as a member of the Election Committee.  Kathie seconded the motion which passed by 3-0 voice vote.  The Committee asked our liaison, Libby Maclaren, to recommend to the Board, at their next meeting, approval for Jody Price to become a member of the Committee beginning April 2019.  

  1. C. Teller Letter to the Board

In April, the letter will be sent to the Board listing the Tellers for the QPS count on May 3, 2019.

  1.  Adjournment

The next scheduled monthly meeting will be held on Wednesday, April 17, 2019, 2:00 P.M. in the Eldorado Community Center Conference Room.

The meeting was adjourned at 3:29 P.M.

Respectfully submitted,

Kathie Graham, Secretary