Minutes - Election Committee

Election Committee

April 19, 2019 – 10:00 A.M.

Eldorado Community Center Conference Room

  1. 1. Call to Order

The meeting was called to order by Chair Bette Knight at 10:08 A.M.  Other members present were Butch Gorsuch, Mary Cassidy and Kathie Graham.  Jody Price was excused.  Also present were David McDonald, Board liaison and Anna Hansen from Hoamco.

  1. 2. Approval of Previous Minutes

The minutes for March 13, 2019, were approved 3-0 via email.  On March 22, 2019, the request was made for posting these minutes to the website.

A motion was made by Kathie and seconded by Mary to confirm the 3-0 email votes approving the March 13, 2019 minutes.  The motion was carried 3-0 by voice vote, one abstaining.


  1. 3. Approval of Agenda

A motion was made by Butch and seconded by Mary to amend the Agenda as per discussion by adding 5B-Staff Report by Anna Hansen and 7D-Electronic Meeting Policy.  Motion carried by voice vote 4-0.



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


  1. 5. Board Liaison Report

      There are now four members on the Ad-Hoc Bylaws Review Committee.  They are looking for a fifth member and will appoint the committee at the May meeting and will have the organization meeting in June.

      David Sorkin was appointed to be a Director on the ECIA Board at the April meeting.  His term will end 2020.


  1. B. Staff Report - Anna Hansen

Anna reported on the efforts Staff had been making to be sure the Post Office was not withholding the return envelopes due to mail permits not being paid.  She said they had paid the permits but none of the return envelopes had been delivered.  The office received notices that other amounts needed to be paid, which was done, and a guesstimate of 100+ envelopes were picked up. 

  1. 6. Old Business
  2. Election Checklist

Reviewed and updated.

  1. B. OneDrive documents Review

We reviewed the list of 2015 election documents on OneDrive that were working or draft documents and as such are no longer necessary no longer necessary.  It was agreed to delete those documents.  Butch suggested adding a folder titled HOA Resources for other HOA policies and procedures or other resource documents for future reference.

Butch moved to amend the Election Procedures for the 2019 election such that the electronic video and auditory feed will not be set up given the Election Committee will only be counting the QPS.  The Association will be notified as such in a News Brief.  The motion was seconded by Mary and was passed 4-0 by voice vote.

  1. 7. New Business
  2. QPS Counting - May 3, 2019

Bette gave a review of the procedures for counting the Quorum Proxy Statements (QPS) as provided in  the Election Procedures.

  1. B. Delivery of Letter Stating Quorum at Annual Meeting

Bette asked Butch to hand deliver the letter stating the quorum status (must have 209 valid Quorum Proxy Statements) to the Secretary of the Board at the Annual Meeting on May 6, 2019.

  1. C.       Discussion of Ad Hoc Bylaws Committee - How much assistance to offer?

Butch will be on this committee.  He suggested that we offer up some of the Election Committee working documents for the Ad-Hoc committee to review but he will remove the personal comments.

  1. D.       Electronic Meeting Policy

  David brought up that some committees believe an email vote must be unanimous but the unanimous vote only applies to the Board.

  In case of an emergency, the Board can take action via email but must confirm it at the next meeting, per the Bylaws.  Senate Bill 150 addresses this but it won't be in effect until July 1, 2019.


  1. 8. Adjournment

The next regularly scheduled monthly meeting will be on Wednesday, May 8, 2018, 2:00 – 4:00 P.M. at the Eldorado Community Center Conference Room.

The meeting was adjourned at 11:45 A.M.

Respectfully submitted,

Kathie Graham, Secretary