Board of Elections Supervisors

Approved: 01142021 Board of Election Supervisors - FINAL Virtual Meeting December 10, 2020 7:00 p.m. District Present Absent Members John(Jack) Robson, Chief Mayoral X Appointment Lisa Williams District 1 X Yousuf Jaleel District 4 X John Payne District 3 X Lynea Cooper Mayoral X Appointment Via Phone Cameron Thurston District 2 X Also Present: Janeen S. Miller, City Clerk; Yvette Allen, Assistant City Clerk; LaToya Moore, Administrative Specialist, Joi Woods; Contract Secretary 1) Call to Order: The meeting was called to order by Chief Jack Robson at 7:01 p.m. 2) Approval of October 1, 2020 Meetings Minutes Janeen Miller suggested adding the Annual Report for Mayor & Council to the agenda. Chief Jack Robson made a motion to amend the agenda to add discussion about the Annual Report for Mayor & Council to the agenda. All were in favor. None opposed. The motion passed. 3) Approval of October 22, 2020 Meetings Minutes A motion was made by Cameron Thurston and seconded by John Payne to approve the minutes of the meeting held on October 22, 2020. All were in favor. None opposed. The motion passed. 4) November 8, 2020 Special Election Debrief Jack Robson Solicited feedback from the BOES for improvement, noted points included: • Lisa Williams suggested reviewing the processing of Mail-In and Absentee Ballots • John Payne noted the ample time to validate Provisional Ballots before canvasing was beneficial Chief Robson noted some factors are contingent on continuing Mail-In Ballots  The board briefly discussed possible recommendations for Mayor and Council, noted points included: • Low turnout aligns with historical trends for voting in District 2 • Possible adjustments to allow additional time to validate Provisional Ballots in future elections • A City Code change to adjust language about electioneering zoning during Special Elections • Changing the Candidate withdrawal date for a Special Election 5) November 8, 2020 Post-election report to Mayor & Council (M&C) Jack Robson will prepare the report for review by other members of the BOES after receiving additional data from the City Clerk. Jack Robson noted report components to include: • Voter turn out • Costs per vote • Candidate Feedback- Challenges related to the quick turnaround time for training • Use of Mail-In Ballots • Adjustments made to accommodate COVID-19 guidelines and precautions John Payne suggested adding additional details from previous meetings to complete the Annual Report for Mayor & Council. 6) Considerations for the November 2021 election The Board discussed points report components including: • Potential impact of COVID-19 • Cost effectiveness of Vote-by-mail o Approximate Vote-by-mail costs- $25,000 at a cost of$1.62; Vote-by-mail application ($4,400 to mail 2,700 applications) o Final vote by mail to costs are pending receipt of invoices from the mailing house • Janeen Miller noted securing additional support for the city Clerk’s Office to process ballots • Janeen Miller noted a February deadline for the 2021 budget submission. o February 2, 2021is the target date to present to Mayor and Council the summary election report from the 2020 Special Election and recommendations for the November 2021 Election • Voting options: Early Voting or Vote by mail o The number of Early Voting days (if hosted) ▪ Amending the city charter to allow Regular Voting on a Sunday for future elections o The number of Ballot drop boxes o Use of Ballot scanners & tabulators 7) 2021Meeting Schedule  The board discussed meetings being held on the Second Thursday of each month. Meetings will be held via Zoom. 8) Next meeting, January 14, 2021, 7:00 p.m. (Tentative) 9) Adjournment: A motion was made by John Payne and seconded by Cameron Thurston to adjourn the meeting. The motion passed. The meeting adjourned at 8:27 p.m.