Board of Elections Supervisors

Board of Election Supervisors August 22, 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 (6:51 p.m.) Diane Ligon District 2 X John Payne District 3 X Maria Mackie District 4 X Cameron Thurston Mayoral X (7:50 p.m.) Also Present: Janeen Miller, City Clerk; Yvette Allen, Assistant City Clerk; La’Toya Moore, Election Clerk; Joi Woods, Recording Secretary 1) The meeting was called to order by John Robson at 6:48 p.m. 2) Approve Minutes of 25 July 2019 Meeting A motion was made by John Payne and seconded by Maria Mackie to approve the July 25, 2019 minutes. The motion passed. 3) Judges – Recruiting progress The board: • Reviewed received applications • Discussed securing additional judges to serve contingently A motion was made by John Payne and seconded by Lisa Williams to approve the applicants received for Election Judges. The motion passed. • Authorized letters of acceptance or decline The board discussed the pertinent points of the letter. Janeen Miller will create an Acceptance Letter for the selected Election Judge applicants. • Elected officials requesting to serve as judges The board discussed the matter. County regulations prohibit members to sever as election judges even if they are not running in the current election. Elected officials are permitted to serve as judges once the elected term has expired. Janeen Miller will follow up with the inquiring Council Member. 4) Progress in Implementing: • Voting Centers The board discussed: o The results of connectivity testing between ES&S and City Voting Center locations.  o John Robson confirmed the functionality of the machines to prevent voters from casting multiple votes at each voting locations. • On-campus polling location The board discussed: o Parking garage construction rescheduled to conclude by the end of August o Voters – time control procedure -Janeen Miller reported that the contracted Parking Attendant can assist with time control procedures, signage, and parking enforcement. The Attendant will issue parking citations if the time allotted for parking is exceeded. 5) Provisional Ballot Process Revisions The board reviewed and discussed: • The Board of Election Supervisors Official Canvass Procedures • Processing procedures for Absentee and Provisional Ballots o Use of Voter Authorization Cards (VACs) o Validating, storing, and securing ballots o Absentee, Provisional, and Spoiled Ballots o Establishing Spoiled Ballot procedures o Training and implementation of the Spoiled Ballot process John Robson will establish the steps in spoiling and preparing a partially qualified ballots. • Options to generate reports for Provisional Ballots • Ballot Envelope draft, revisions o Verification of voters’ residential district o Timeline for final drafting and printing - Janeen Miller advised the board of plans to complete the drafting and printing process by the end of September. John Robson will revise the language in the procedures outlined in the Board of Election Supervisors Official Canvass Procedures for additional discussion by the board. 6) Training The board discussed: • Location, logistics, and training structure o Davis Hall space concerns and considerations o Using space at the Airport Conference Room Operations Building A & B o Elite Training (exclusive for Board members) - Davis Hall, 9.28.19, 10:00 am – 1:00 p.m. o ES&S will be present for the training • Board review of training materials o ES&S will conduct training for Judges o A subgroup of board members will provide additional training on election procedures and practices • New Style ePoll Machine • Training for judges: Early Voting, Election Day judges, and Provisional judges 7) Follow-up on City staff versus BOES election responsibilities The board discussed: • Outreach – Progress to date • Featuring the approved wording for the advisory ballot question o Resident Information Guide, delivery date is mid-September • Election Guide • Election Mailer will be translated in Spanish 8) Common Election Day Issues The board discussed: • 20740 zip code o Awareness about neighboring city with the same zip code o Map sources to confirm city boundaries and designated polling place • Residents who recently relocated (28-day rule) o Processes to validate addresses and verify voters • Procedures to return Voter Notification Cards (VNCs) o Cards should be returned noting the reason (moved, death, etc.) o If VNC cards are submitted at the polls, please give them to Yvette Allen or La’Toya Moore and they will return (mail) the VNC cards to the County Board of Elections. 9) Election Night processing and dissemination The board discussed: • Designating a Closing Judge to oversee the transport of voting equipment • Ballots, Provisionals, and scanners will be maintained at Davis Hall o Provisionals locked in scanner emergency section o Tapes and flash drives will be secured for transport, hand carried by judges, and securely stored at Davis Hall • Early Voting result processing 10) Canvass location and preparation • A conference room has been secured behind the Modular Building at DPW 11) Campaign Finance Reports Discussion postponed Candidate Petitions –validating names: Diane Ligon and Jack Robson will validate the petitions once received. 12) One Year Residency as Requirement to Run Discussion postponed 13) Other issues and concerns – if any • One candidate running for office in a specific district  o The board discussed the city charter to extend the candidate deadline for a district with only one candidate 14) Future meetings: • September 26, 2019 • October 24, 2019 Adjournment: A motion was made by John Payne and seconded by Maria Mackie to adjourn the meeting. The motion passed. The meeting adjourned at 9:15 p.m.