Board of Elections Supervisors

Board of Election Supervisors October 24, 2019 City Hall, 4500 Knox Road 6:45 p.m. Draft Minutes Members District Present Absent John Robson, Chief Mayoral X Lisa Williams District 1 X Diane Ligon District 2 X (6:52p.m.) Yousuf Jaleel District 4 X John Payne District 3 X Cameron Thurston Mayoral X 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 26 September 2019 Meeting A motion was made by Lisa Williams and seconded by Yousuf Jaleel to approve the 26 September 2019 minutes. The motion passed. 3) Progress in Implementing: • Voting Centers o Power failure – back up -Each location has is equipped with a backup generator with the exception of Ritchie Coliseum. Mr. Robson will provide a Uninterrupted Power Supply (UPS). o Building Access Verification for Stamp Student Union and Ritchie -The board discussed building access times, points of contact, drop off locations, and reviewed a diagram of the logistical set up for the Stamp Student Union and Ritchie Coliseum poling locations. Ms. Miller requested details to be sent via email by October 31st to arrange equipment drop off for DPW. • On-campus polling location  o Parking & Parking passes -The board reviewed and discussed the parking passes, a total of 600 passes will be created. The City Clerk’s Office will provide additional copies as needed. o Signage for parking A motion was made by John Payne and seconded by Cameron Thurston to request money for parking signage at the university not to exceed $200.00. The motion passed. o Parking Meter entry codes -Parking codes will be issued to board members prior to the election. Cameron Thurston will follow up to inquire about obtaining the information and forward it to the City Clerk’s office for distribution to Election Judges. 4) Election Night processing and dissemination • The board revisited processes to secure and collect ballots o Provisionals- remove blue boxes o Mr. Robson is awaiting a response from ES&S about E-poll Book operations. Mr. Robson will finalize the procedures upon receipt of a response. o The machines will be picked up by the DPW 5) Training and Assignment • The board discussed the training day agenda and logistics o Equipment will be delivered on Friday, 10/25/19 o Logic and accuracy testing will be completed on 10/26/19. o Designated equipment will be delivered to the Community Center for early voting, the remainder of the equipment will be sealed and returned to Davis Hall. • Training structure & format o Training judges on selected equipment o The training will potentially be hosted two rooms ▪ Multi-Purpose Room A: E-Poll Books, scanners, and equipment ▪ Multi-Purpose Room B: Election Processes • Judge Assignments– List of contact o The board reviewed and discussed the list of contacts: -Ms. Miller advised the board to observe the capacity of Judges during training. -- -An additional recommendation was made to identify Judges who demonstrate a stronger understanding of processes so that they are equitably assigned at each location. -Mr. Robson advised that the oath of office will be administered during training. -Election day badges will list first names only 6) Ballots • The board reviewed & discussed: o Statistical trends from previous elections -Change in number of registered voters between 8/14 and 10/16 increase in the number of voters -Distribution between Centers o Ms. Miller provided an update about the number of ballots ordered: -District 1-1100 ballots -District 2-500 ballots -District 3-100 ballots -District 4-500 -400 Express Ballot Activation Cards Ms. Miller will create a list noting the distribution of ballots and order an additional 250 Express Ballot Activation Cards • Current number of Absentees processed is 32 (as of 10/22/19) Ballot applications will be accepted until 5:00 p.m. Additional discussion was held about collecting Absentee Ballots for future elections. 7) Meeting on the 26th to approve procedures The board will hold a brief meeting following the training 8) Electioneering The board discussed electioneering boundaries and reviewed diagrams of each polling location to determine a designated area for candidates to distribute campaign information. Signage has been ordered to denote electioneering areas. 9) One Year Residency as Requirement to Run – Discussion Deferred 10) Additional Discussion issues and concerns • The board discussed check in procedures for Challenger and Watchers and placement in the Instructions and Information for challengers, watchers, and other Election Observers. A motion was made by John Payne and seconded by Lisa Williams to accept the amendment to the Instructions and Information for challengers, watchers, and other Election Observers to include a check in process to receive an ID card. The motion passed. A motion was made by John Payne and seconded by Lisa Williams to adjourn the meeting. The motion passed. The meeting adjourned at 8 :49 p.m.