Board of Elections Supervisors

Approved: 08/22/19 Board of Election Supervisors July 25, 2019 City Hall, 4500 Knox Road 6:45 p.m. Final Minutes Members District Present Absent John Robson, Chief Mayoral X Lisa Williams District 1 X (6:57 p.m.) Diane Ligon District 2 X John Payne District 3 X Maria Mackie District 4 X Cameron Thurston Mayoral X Also Present: Janeen Miller, City Clerk; Joi Woods, Recording Secretary 1) The Meeting was called to order by Mr. Robson at 6:51 p.m. 2) Approve Minutes of 20 June 2019 Meeting A motion was made by Maria Mackie and seconded by Cameron Thurston to approve the June 20, 2019 minutes. The motion passed. 3) Judges Recruiting progress - County list The board reviewed the letter to send to potential judges Mr. Robson will provide the board with a copy of the list of County Judges. 4) Implementation Progress: • Voting Centers o Mr. Robson provided an overview about preliminary testing of City Voting Center interconnection. o The board discussed details and proactive efforts in place to prevent technical issues o Demo new interconnect and new style E-Pollbook. • On-campus polling location • Parking o The board reviewed and discussed the draft parking pass with additional focus on the verbiage and validation processes Lisa Williams will revise the pass o Potential time control procedure for voter parking - Sign in/Sign out sheet - Distribution and collection of parking passes Maria Mackie will follow up with the DOTS representative to inquire about what type of support can be provided to enforce designated time allotments. The matter will be revisited once more information is gathered. 5) Revision to Provisional Ballot Process The board discussed: • Procedures to process Provisional Ballots • Provisional Ballot draft envelope, steps to cast the ballot, verbiage, and format were also reviewed • Space logistics at Davis Hall Lisa Williams, Maria Mackie, and Janeen Miller will conduct a walkthrough of the space at September 3, 2019 to identify logistical considerations. All board members are welcome to attend. 6) Training The board discussed: • New Style E-Poll Machine o The board explored the use of the e-poll books and My-FI hotspot devices • Contingency planning to troubleshoot technical issues with the E-Poll Book • Establishing written procedures to use equipment o Early Voting judges-discussion postponed until the next meeting o Election Day judges- discussion postponed until the next meeting o Provisional judges- discussion postponed until the next meeting A motion was made by Maria Mackie and seconded by Lisa Williams to adopt the ES & S Central Point Server E-Poll Book Connection System demonstrated during the meeting. The motion passed. 7) Follow-up on City staff versus BOES election responsibilities • Absentee Ballot Processing o Mr. Robson demonstrated the use of Absentee Ballot database and generating reports • Candidate Petition Processing • Outreach Janeen Miller provided a recap of strategies in process according the to the plans established by the City Clerk’s Office in collaboration with the BOES. Outreach advertising strategies include advertisement in the Municipal Scene, Resident Guide, and mailings to residents. Voter Notification Cards will be distrusted by the county. • Voter Notification Cards - Wording Janeen Miller recommended establishing a process to ensure clear advertising to return voter registration cards for residents that no longer live at the addresses listed on the voter rolls. 8) Homeless Voters  The board discussed the process in place that allows individuals experiencing homeless who reside in the city to register to vote using a city building address. A separate mailing address is required. 9) Common Election Day Issues No discussion held 10) Election Night results processing and dissemination • ES&S quote for software to tabulate Early Voting results o The board discussed the costs and benefits of utilizing Tabulation Software during city elections. ES&S provided a quote for the cost of the software including the use of a PC is $3,675.00. A motion was made by Lisa Williams and seconded by John Payne to request acquisition of Tabulation Software not to exceed $4000.00. The motion passed. 11) Campaign Finance Reports The board reviewed and discussed electronic (Excel) candidate reporting forms. • Pre-Election Summary Report • Post-Election Summary Report • Post-Election Expenditure Report • Subsequent Contribution Reports 12) Other issues and concerns – if any • Absentee Ballot Application Cut off time A motion was made by John Payne and seconded by Maria Mackie to adopt a 4:00 pm cut off time for the receipt of Absentee Ballot Applications. The motion passed. • Mayor and Council will review the ballot questions related to the terms of office being extended, staggered or concurrent. The questions will be reviewed during the Worksession scheduled on August 8, 2019 and voted on at the August 13, 2019 meeting. • Maria Mackie raised concerns expressed by residents during a previous election regarding a candidate who may not have lived in the city. Ms. Miller advised that the decision is made at the Council level to initiate a change in the Charter. 13) Future meetings: • August 22, 2019 • September 26, 2019 • October 24, 2019 Adjournment: A motion was made by Lisa Williams and seconded by Maria Mackie to adjourn the meeting. The motion passed. The meeting adjourned at 9:00 p.m.