Board of Elections Supervisors

Approved: November 10, 2022 Board of Election Supervisors Virtual Meeting October 13, 2022 7:00 p.m. Final Minutes Member District Present Absent 1. Tina Batten Mayoral X Appointment 2. Ben Hovland X 3. Yousuf Jaleel 4 X 4. John Payne 3 X 5. Lynea Cooper 1 X 6. Cameron Thurston 2 X Also present: Janeen S. Miller, City Clerk; Joi Woods, Contract Secretary 1. Call to Order: John Payne called the meeting to order at 7:07 p.m. 2. Approval of the October 13, 2022 meeting agenda The BOES reviewed and approved the October 13, 2022 meeting agenda. 3. Approval of Minutes- September 8, 2022 The BOES discussed revisions to clarify discussion about providing information for voters about the candidates. Ben Hovland made a motion to amend the September 8, 2022 meeting minutes to reflect that Hovland assumed the role of Temporary Chair as a result of technical challenges. John Payne resumed the role of Board Chair and conducted the remainder of the meeting when the technical challenges were resolved. Tina Batten seconded the motion. The motion passed. 4. Postcard Mailing and Implementation Timeline Review The board revisited the Voter Survey postcard content, delivery methods, layout, and details. Noted points included: A. The online survey will be administered through Survey Monkey 1) Postcards will be Mailed to 12K single and multi-family off-campus households. 2) Postcards will include a URL and QR code link to the online survey. B. Targeted digital advertising C. Mailing and Implementation Timeline 1) October 18-Discuss survey with Mayor and Council 2) October 24-Finalize survey questions and postcard text 3) October 31-Submit material to Communications and build survey 4) November 14- Mail postcards 5) November 28-Digital reminder 1  6) December 9-Close survey 7) Early January- Present results to Mayor & City Council to inform election decisions in February. 5. Report for M & C for October Work Session - October 18, 2022 A. The board reviewed and discussed the Election report draft. The report will provide decision making information for the Mayor & City Council. 1) Efforts and impact of providing Voter Education opportunities 2) Outreach efforts to increase voter turnout and impacting factors a. Reducing operational barriers so that valid voters can vote 3) Vote by Mail 4) Early Voting B. The board discussed ideas and considerations to increase voter turnout, associated costs, and related variables. Some noted points included: 1) Voter registration deadline and the impact of changing the deadline 2) Impact on canvass timeline 6. Review BOES Agenda Roadmap 2022-2023 Discussion was postponed until the November 10, 2022 meeting. 7. New Business/General Discussion A. Contributions from BOES members B. Mailer C. Poll workers D. Survey design (Survey Monkey) E. Analyzing Survey Results 8. Adjournment & Next meeting A. Next meeting: Thursday, November 10, 2022 B. Adjournment Tina Batten motioned to adjourn the meeting. Ben Hovland seconded the motion. All were in favor. None opposed. The motion passed. The meeting adjourned at 8:49 p.m. 2