Minutes - Election Committee


February 12, 2020 – 3:00 P.M.

ECIA Conference Room

  1. Call to Order

Meeting called to order at 3:08 PM.  In attendance:  Bette Knight, Kathie Graham, Mary Cassidy, Butch Gorsuch (via phone), Nancy Sulzberg (Board Liaison) and Diana Oliver (Staff Liaison).  Jody Price has an excused absence.

  1. Approval of Previous Minutes – January 8, 2020

Previous minutes approved via email vote on approximately January 11th, 2020.  Minutes were posted on Eldorado website by ECIA Staff.

Mary motioned to have minutes approved.  Kathie seconded motion.  Motion moved to approve minutes of January 8th, 2020 meeting.  Motion approved by voice vote 4-0.

  1. Approval of Agenda

Mary requested addition to agenda discussion of Article XI Section 1 be added as item 7c under New Business.  Kathie moved to approve agenda as amended.  Mary seconded motion.  Agenda amended accordingly by vote voice 4-0.

  1. Open Forum

There were no requests to speak at open forum.

  1. Board Liaison Report
  • Liaison report provided by alternate Nancy Sulzberg.
  • Nancy inquired as to status of EC article for Vistas. Bette Knight provided information on her attendance to Info Committee meeting and discussed edits being made.  Bette informed edits would be made to any articles turned in for Vistas.  Committee will have ability to review the edits made.  Bette stated importance that articles must be factual.
  • Paper Tiger chosen to print Annual Report of Members (package). Bette inquired as to the NDA with explained via discussion the importance of a non-disclosure given the nature of financial implications of ME2V .vs. those not.  Bette requested data on invoice pricing from the printer for the purpose’s future budget of expenses for Election Committee.  Submission of election materials is to be to Diana.
  • Committee reports for the annual report have been submitted except for two. Finance Committee’s Audit report is in progress.
  1. Old Business
  2. Election Checklist 2019-2020 Update – Following updates made to checklist:
    • RFP data submitted 1/21/20
    • Publicity articles submitted 12/28/20
    • Submit committee report for annual report 2/6/20
    • RFPs sent out (date not known)
    • Printer decision made on 2/10/20
  3. Publicity


  1. Candidate Forum/Meet & Greet
    • March 3rd will be the date total number of candidates for Board of Directors will become known. This will also determine how many candidate forums will be held.  Specifically, if more than 3 candidates are running for office, then a second forum will be held on April 6th.
    • First Candidate Forum scheduled for March 12th.
    • Kathie will coordinate with Diana Oliver on supply list for forum(s). Committee reviewed supply list and a few modifications made to the list.
    • Bette discussed the letter that will be sent to the candidates.
  1. New Business
  2. Replacement Ballot
    • Committee reviewed replacement ballot instructions. Committee had extended discussion on format of replacement envelopes, affidavits and the replacement ballots.  No markings will be on the replacement ballot.  The replacement envelopment will be marked as “replacement”, with a suggestion of using a rubber stamp.
    • Diana Oliver will handle initial requests for replacement, perform necessary identity and membership status checks, and obtain signature on replacement affidavit. Diana will then obtain replacement from GM or Assistant GM and then deliver replacement package to Member.
  3. Training with GM and Rachel for Replacement Ballots – Diana Oliver will be trained on the Replacement Ballot process as opposed to Rachel.
  4. Bylaws Article 11 Section 1 – Discussion ensured Committee capabilities and restrictions, specifically on the ability to “go into” executive session.

The next regularly scheduled monthly meeting will be held on Wednesday, March 11, 2020, 3:00 P.M. in the ECIA Conference Room.

  1. Adjournment

Meeting adjourned at 4:30 PM.