Board of Elections Supervisors

Approved: 082520 Board of Election Supervisors July 30, 2020 Virtual Meeting 7:00 p.m. Draft Minutes Members District Present Absent John Robson, Chief Mayoral X Lisa Williams District 1 X Yousuf Jaleel District 4 X John Payne District 3 X Cameron Thurston Mayoral X Also Present: Bill Gardner, Assistant City Manager; Janeen S. Miller, City Clerk; Yvette Allen, Assistant City Clerk; LaToya Moore, Administrative Assistant; Joi Woods, Contract Secretary I. Call to Order: The meeting was called to order by Chief Robson at 7:02 p.m. II. Special Election for District 2, Vote by Mail, and Early Voting A. General Discussion Discussion was held to explore potential options prior to making formal decisions on to when and where to hold the Special Election. • Ms. Miller recited a portion of the City Charter section C3-6 that states if a vacancy occurs more than 180 days before the next general election, the vacancy shall be filled by special election held not later than 65 days after the vacancy exists. Since Councilmember Brennan’s resignation begins on September 30, the Special Election must be held by December 4, 2020. • The board discussed the impact of COVID-19 contingent closures of traditional polling places and the need to assess contingencies for the District 2 Special Election, early voting, and Election Day • Venues to accommodate voters and ensure compliance with Social Distancing and other CDC Guidelines. • Ritchie Coliseum is a potential location with consideration of parking limitations and the pending completion of the Purple Line.  B. Vote by Mail • The board discussed planning considerations including benefits, drawbacks, associated costs, and logistics. • Vote by Mail in neighboring municipalities have noted 3 times the original costs, with twice as many voters than traditional elections. • The board discussed options to advertise and disseminate Vote by Mail information. • Establishing a City Post Office Box to receive ballots • Options to have residents request a ballot to Vote by Mail • Obtaining signature comparison as electronic signatures are not acceptable C. Special Elections The board discussed: • Considerations and requirements for a Special Elections • Revising the forms needed to run for office • Election notification: Website, election packet, mailing • COVID-19 consideration for signatures on the application • Potential polling locations: Davis Hall, College Park Community Center meeting room, Ritchie Coliseum, Stamp Student Union and the Cambria Hotel. • The need for additional poll workers is contingent on a final decision about vote by mail or in-person voting • Use of Cards or E-Poll Books • Closing voter registration (28) days prior to the special election • Non-traditional voting days, elections are not required to be held on Tuesdays. • Holding an election on a Saturday or Sunday • Notifying the County of the date and location D. Board Vacancy • The vacancy will be filled as a Mayoral Appointment. The Clerk’s Office is currently in receipt of 3 applications. A closed Mayor and Council Worksession is scheduled for August 11, 2020 to review candidates for the BOES. III. Next meeting August 13, 2020, 7:00pm IV. Adjournment: A motion was made by Mrs. Williams and seconded by Mr. Thurston to adjourn the meeting. The motion passed. The meeting adjourned at 8:13 p.m.