Minutes - Election Committee

Election Committee

 February 13, 2019 – 2:00 P.M.

 Eldorado Community Center Conference Room

 1.   Call to Order

 The meeting was called to order by Chair Bette Knight at 2:03 P.M.  Members present were Mary Cassidy and Kathie Graham.  Butch Gorsuch was excused.  Board Liaison Libby Maclaren and Hoamco representatives Courteney Handy and Anna Hansen were present.

2.   Approval of Previous Minutes

 The minutes for January 9, 2019, were approved 4-0 via email and on January 11, 2019, the request was made for posting these minutes to the website.

A motion was made by Mary and seconded by Kathie to confirm the 4-0 email votes for approval of the January 9, 2019 minutes.  Motion carried by 3-0.

3.  Approval of Agenda

 A motion was made by Mary and seconded by Kathie to amend the Agenda as requested by Bette to add item C. Publicity, to Old Business.  Motion carried by voice vote 3-0.

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


 5.  Board Liaison Report

 Liaison Libby Maclaren said recent items discussed in the working session were the Stables and water leaks.  Anna has created an interim policy for billing the stable users. This should be approved at the next Board meeting.

 The Civil Conduct Policy will be discussed on Monday, the 18th, at the Work Session.  It will be open for discussion.

 At the January Board meeting, a Member asked the Board to consider appointing a commission to look into changing Bylaws language concerning Board terms as related to appointees.  Discussion followed and it was recommended to the Board to include any discussions with the upcoming Bylaws review.  At this point, there is not enough time to get an amendment on the 2019 ballot due to the required process for amending the Bylaws (Article XVI, Section 1).

 6.  Old Business

 A.     Election Checklist


       B.  Bette:  Report on "Roles and Responsibilities of Committees" discussion with Board and Committee Chairs.

 The Board set a meeting for open discussion among committee chairs but members requested this be an open meeting and four residents were in attendance.  Committee chairs relayed to the Board what feedback they had from their committee.  The Election Committee had sent a revised version to the Board on January 12th.   A copy was offered to other committee chairs but no one was interested. There has been no communication to date by the Board on this policy.  Charters help clarify some of the language and could be expanded to include more about committees.  A simple policy would balance out other important details committees need to be aware of and to guide them if necessary.  The consensus of the Committee Chairs was to not require committee members to sign any proposed Roles and Responsibilities policy.

 C.  Publicity

 Bette gave the information regarding publicizing the Board of Directors election process starting with the availability of the nomination petition posted on the website, marquees and in the News Brief.  She provided Courteney with the dates for marquee and website changes of information.

 7.  New Business

 A.     First Candidate Forum details

 It will be on Monday, March 25th, 7:00-9:00 p.m. in the Railroad Room.   Mary will handle the room setup with staff assistance.

 The Candidates letters inviting them to the forum and the formats for both (should there be a need for a second one) are on OneDrive.

 B.     Nomination Petition - acceptance on March 1, 5 p.m.

 Mary will help Bette in the acceptance of petition process.

 C.      Nomination Petition - validation on March 4th, 9 a.m.

 Kathie will assist Bette in witnessing the validation process for petitions and candidates.

 D.     Replacement Ballot/Affidavit Form

 Amendments were suggested and approved and Bette will edit the document.

 E.      Second Candidate Forum details

 This forum will be held April 11th, 7:00-9:00 p.m. in the Railroad Room.

 Julie, Anna and Bette met with Ron from Ambitions printing company regarding the election process documents and clarified any questions.  She instructed him the quantities for both the lists (Members Eligible to Vote and the Members not in Good Standing) were needed on the invoice for reconciliation purposes.  The date all materials to be sent to the printer is March 18th with a proposed mailing date for the Annual Report to be March 28th.

 Bette said the HOA Act Bill was signed and fast tracked.  Some of the additions and amendments apply to how financial records are given to members. These were additions to Section 47-6-7, Board Members and Officers; Duties; Budget that had language concerning certification for Directors.  There were few changes related to Section 47-6-9, Proxy and Absentee Voting; Ballot Count.



8.  Adjournment


The next meeting will be on Wednesday, March 13, 2019, 2:00 – 4:00 P.M. at the Eldorado Community Center Conference Room.


The meeting was adjourned at 3:36 P.M.


Respectfully submitted,


Kathie Graham, Secretary