Board of Elections Supervisors

Board of Election Supervisors Virtual Meeting February 22, 2023 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 I. Call to Order: John Payne called the meeting to order at 7:03 p.m. II. Approval of the meeting agenda- February 22, 2023 The BOES reviewed and approved the February 22, 2023 meeting agenda. Tina Batten moved to add the approval of minutes from February 9, 2023 to the meeting agenda. Cameron Thurston seconded the motion. All were in favor. None opposed. The motion passed. III. Approval of Minutes- February 9, 2023 Tina Batten moved to approve the February 9, 2023 meeting minutes as corrected. Cameron Thurston seconded the motion. All were in favor. None opposed. The motion passed. IV. Review & discussion of the ElectionGuard proposal for a possible pilot program for the November municipal election A. Evaluation criteria The BOES discussed defining data and metrics needs to evaluate a vendor proposal. Highlighted points included: 1. Completeness to provide training and information about the equipment 2. Assistance with Voter Outreach and direct mail 3. Capability to scan barcodes to update the e-poll books with the ballot status 4. Reliability of equipment 5. Device for accessible voting that is compliant with the law 6. Capacity for a ballot tracking system 7. Continuity and sustainability of election equipment and software beyond the pilot B. Pricing Janeen Miller is in contact with RC Carter for additional discussion of costs. C. Related matters to be decided: The BOES discussed exploring options to learn more about processes related to: 1. Electronic receipt of applications 2. Electronic delivery of ballots 1  3. Electronic return of voted ballots a. More information is needed to learn how voters would return ballots to ensure compliance with VBM laws and requirements 4. Use of real-time scanners during early voting a. Can potentially reduce pre-processing time 5. Use of E-poll books V. New Business & General Discussion A. MOMs Drop Box location 1. The BOES reviewed and discussed the location identified for the ballot drop box B. Find a replacement vendor for Ballot Scout C. Post-election tabulation audit D. ElectionGuard equipment demonstration- proposed meeting (date & time 3/16/2023 time to be confirmed) VI. Meeting Schedule A. Thursday, March 9, 2023 B. Election Guard Demonstration & in Person meeting, Thursday, March 16, 2023, time TBA VII. Adjournment John Payne adjourned the meeting at 9:01 p.m. 2