Board of Elections Supervisors

Board of Election Supervisors Virtual Meeting September 2, 2021 7:00p.m. Final Minutes Member District Present Absent 1. Lisa Williams 1 X 2. Yousuf Jaleel 4 X 3. John Payne 3 X 4. Lynea Cooper Mayoral X Appointment 5. Cameron Thurston 2 X Also present: Janeen S. Miller, City Clerk; Yvette Allen, Assistant City Clerk; La’Toya Moore, Administrative Specialist; Joi Woods, Contract Secretary 1) Call to Order: The meeting was called to order by Chief John Payne at 7:13 p.m. 2) Approval of the agenda for September 2, 2021 Additional items were added to the agenda (4) Election Judge training and review of the draft advertisement to recruit Election Judges; (6)- Open Discussion, text for the Voter Notification Cards distributed by the County, and the ElecTec Quote for the DRE machine. Lynea Cooper made a motion to approve the agenda for September 2, 2021 as modified. Yousuf Jaleel seconded the motion. The motion passed. 3) Approval of August 13, 2021 Meetings Minutes Yousuf Jaleel made a motion to approve the August 13, 2021 meeting minutes as amended. Lynea Cooper seconded the motion. The motion passed. 4) Review and discussion of draft Election Procedures The BOES reviewed and discussed Election Procedure drafts including Ballot Preprocessing, Canvass Procedures, and Cure Procedures. Some noted points included:  Establishing a separate set of procedures and processes for Provisional Ballots.  Considerations to collect additional information for Provisional Ballots  Considerations to follow up with Absentee Voters to cure ballots if needed o Organizing Absentee Ballots in alphabetical order 5) Election Judge Update The BOES reviewed and discussed an advertisement prepared by Janeen Miller to recruit Election Judges and Ballot Collection Judges. Noted points included:  Preference of Election Judges who live in College Park  The advertisement notes preference to applicants who have experience serving in city or county elections  Recruiting members of the UMD SGA to serve as Election Judges o Training and support considerations  BOES referrals for Ballot Collection Judges  Scope of work for Ballot Collection Judges 1  o Ballot Collection throughout the city o Completing the daily Chain of Custody forms and other associated procedures o Use of personal vehicles by Election Judges o Election Judges serving for the entire day  Requiring proof of the COVID-19 vaccination o Soliciting an opinion from the City Attorney to ensure that it is legal to require proof of the COVID-19 vaccination. Janeen Miller will inquire with the City Attorney about the legality of requiring proof of the COVID-19 vaccination prior to posting the recruitment advertisement for Election Judges and Ballot Collection Judges. Lynea Cooper made a motion to require Election Judges to show proof of COVID-19 vaccination pending the legal opinion provided by City Attorney. Yousuf Jaleel seconded the motion. The motion passed. oIncentivizing compensation for Election Judges  A flat fee instead of an hourly rate for Election Judges Lynea Cooper made a motion to compensate Election Judges $200 per day for Election Judges. Yousuf Jaleel seconded the motion. The motion passed. 6) Open Discussion A. Text for the Voter Notification Cards distributed by the County  Mailed after voter registration closes  Scheduled to arrive at residences’ home by 10/18/21 B. Ballot Marking Devices- Electronic 1242 DRE The BOES reviewed and discussed the quote from ElecTec for the Electronic 1242 DRE device, its features, and strategies to maintain the anonymity of ballots. Some noted points included:  Having at least 10 voters from each District use the machine to maintain anonymity  Consideration of the machine output reporting to ensure that ballots casted using the Electronic 1242 DRE cannot be distinguished from other ballots  Using a chain of custody Chief John Payne and Janeen Miller will meet with ElecTec to discuss output processes, reports and options to ensure anonymity. 7) Next Meetings The Next meeting is scheduled for Thursday, September 9, 2021 – 7 p.m. An additional meeting in September is pending. The City Clerk’s Office will distribute a Doodle Poll to the BOES to identify a consensus about the additional meeting. 8) Adjournment Cameron Thurston motioned to adjourn the meeting. Yousuf Jaleel seconded the motion. All were in favor. None opposed. The motion passed. The meeting adjourned at 8:54 p.m. 2