Board of Elections Supervisors

Board of Election Supervisors September 26, 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 (6:59 p.m.) Diane Ligon District 2 X John Payne District 3 X Cameron Thurston Mayoral X Also Present: Yousuf Jaleel, Future Member; 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 6:54 p.m. 2) Approve Minutes of 22 August 2019 Meeting A motion was made by John Payne and seconded by Cameron Thurston to approve the 22 August 2019 minutes. The motion passed. 3) Progress in Implementing: • Parking On-campus polling location The board discussed the need to revise the form, no changes were made. • Voting Centers The board discussed points of contact for each polling location and parking 4) Training and Assignment • Accommodation to provide training for one Judge during Early Voting. 5) City Staff & BOES election responsibilities • Show MS Access Election Day application No Discussion Held • Final Candidates Ballot prep The board reviewed and discussed the ballot proof from ES&S, Ms. Miller will inquire about increasing the size of the circles to mark ballots. • Outreach  Ms. Miller provided copies of the CP Resident Guide for the board to review along with an update about items mailed to homes. o Items mailed to home provide residents with information about candidates, polling locations & logistics. Outreach materials include the CP Resident Guide and Voter Authorization Cards (VACs) o Mailings will occur 3 weeks before early voting o Website The board discussed other logistical considerations including electioneering signage as it relates to the city code. 5) Election Night processing and dissemination • The board discussed processes to secure and collect ballots o Ballots, Provisionals, and scanners at Davis Hall o Provisionals Remove blue boxes or sealed scanners, Sealed bag o Mr. Robson is awaiting feedback from ES&S about the use of Flash drives and tapes o The machines will be picked up by the DPW The board will review the procedure after Election Judge Training on October 26, 2019 at the Aviation Museum. The need for additional revisions on the E-Poll books will be determined at that time. • Early Voting result processing o Logistics and considerations for the new voting location at Davis Hall ▪ Sealed scanner or blue box removed and sealed 6) Future meetings: The next meeting will be held on October 24, 2019 at 7:00 p.m. Adjournment: A motion was made by John Payne and seconded by Lisa Williams to adjourn the meeting. The motion passed. The meeting adjourned at 7:56 p.m.