Election Committee Meeting March 9

Elections Committee


Wendy Taylor called meeting to order at 4:15 p.m.
Committee Members:  Val Cavalheri and Charlene Jones
Staff/Board:  Jeff Morse, Wendy Taylor, Dani Junkes, Lisa Pitarque, Tracy Steinbach, and Ani Essrow.

Approval of Minutes:
Charlene Jones moved to approve the minutes of the February 24, 2009 meeting as presented.  The motion was seconded by Val Cavalheri and passed unanimously.

Taste of South Riding/Meet the Candidates
There was discussion regarding the logistics for the Taste of South Riding/Meet the Candidates night on March 13th.  Event Staff was present to discuss logistics of preparing SR Center for the event. 

•Dani Junkes and Val Cavalheri provided an update of restaurant confirmations.  Rangoli, WineStyles, Marvin’s Kitchen, Moe’s, and The Little Baker.  Ruby Tuesday’s and Kirin Asian Café have not confirmed but intend to participate.
•McDonalds has provided drink coupons to be distributed at the event.
•Dani confirmed that Operations has built a platform to be used by the speakers, but will also be stored at South Riding Center for use at other Proprietary functions.
•Tracy Steinbach made nametags for attendees and will create distinctive nametags for the candidates.  Staff will locate items to use in the raffle in addition to the free rental prize.
•Room layout was discussed and Ani Essrow will oversee room set up.
•Val will take photographs at the event.
•Lisa will purchase plates, napkins, cups, and flowers.  Sandwich boards have been ordered and displayed in the community. 
•Candidates will speak and be introduced in alphabetical order.

Annual Meeting and Election
There was discussion regarding the 2009 Annual Meeting on April 14, 2009.  Wendy Taylor noted the Board may wish to make a proclamation for the FHS Varsity Girls’ Basketball Team.  Introduction of youth board member will be made.

•Discussion was held regarding guest speakers at the meeting and agenda needs to be finalized.
•Sandwich boards have been changed and will be displayed for the meeting.
•Wendy will confirm the existence of a ‘five year of service’ award.
•Meeting set up was discussed.  The Committee would like to set up tables in the entrance hallway of the school with displays from various organizations.  Start time will remain 7:00 p.m. but the Call to Order will be a 7:30 p.m.

Committee Items:
•Election mailers with voting information have been mailed.  Voting begins March 14th.  
•Election in progress’ sandwich boards, website and magazine articles, and an email blast have been utilized to encourage voting.


Timeline:

March
•Taste of South Riding/Meet the Candidates reception at South Riding Center on Friday, March 13th.  Completed
•Sandwich boards displayed.  Completed
•Election mailing needs to be created and mailed to homes by March 13th   Completed
•Val to take photographs of restaurant/vendor participants at the event for display in May magazine.  Completed
•Voting begins March 14th.  Completed
•Article in March SR Magazine and on the community website advertising event on March 13th   Completed
•Candidate profiles posted online, in election mailing and on votenet.com.  Completed
•Annual Meeting Notice in March and April SR Magazine and on the website and sandwich boards.   Completed

April
•Voting deadline is midnight April 13th. 
•Annual Meeting Notice in April SR Magazine   Completed
•Election article in April SR Magazine and on the community website   Completed

New Business

Next Meeting Date – March 31, 2009 4:15 p.m. at Town Hall

Adjourn - Meeting adjourned at 5:15 p.m.