Board of Elections Supervisors

Board of Election Supervisors Virtual Meeting October 19, 2023 7:15 p.m. Final Minutes Member District Present Absent 1. Tina Batten Mayoral X 2. Yousuf Jaleel 4 X 3. John Payne 3 X 4. Lynea Cooper-Pitts 1 X 5. 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 7:18 p.m. II. Approval of the meeting agenda Tina Batten moved to approve the meeting agenda for October 19, 2023 as amended . Yousuf Jaleel seconded the motion. All were in favor. None opposed. The motion passed. III. Election Judge training plan , Sunday, October 22 , 2023 The BOES reviewed and discussed the training day agenda and logistics for judges supporting the General Election. A. Training Agenda and assignments 1) A general overview and expectations will be provided to Election Judges prior to being swearing them in 2) Each BOES member will facilitate a portion of the agenda, review assignments and serve as a point person for Election Judges 3) Breakout session will be conducted based on assignment 4) Areas for additional emphasis a. Support to maintain the fidelity of processes  Chain of custody procedures  Spoiling ballots B. Manual and forms Edits 1) The BOES reviewed and discussed adjustments to the manual to highlight during the training 2) Tina Batten will forward the Supervisors Reference portion of the manual for review by the BOES 3) Each member of the BOES will bring the copy of the Election Code 4) The BOES acknowledged Tina Batten’s contributions for revising and assembling the Election Judge Manual IV. Guardian Opening Ceremony set up , Davis Hall, Tuesday , October 24 , 2023, 4:00 p.m. 1  A. A quorum of Guardians is required for the ceremony B. The BOES discussed logistics and room layout V. Early Voting Logistics , October 25, at Davis Hall A. BOES members will arrive at 7:00 am B. Plan for the day 1) The BOES discussed procedures to secure equipment and ballots throughout the day  Equipment will be secured at Davis Hall  Ballots will be secured at City Hall 2) Procedures and considerations to ensure adequate coverage during breaks  Ben Hovland will serve as a Deputized BOES for during the election VI. Pre-process, Processing and scanning votes A. The BOES discussed related considerations and details 1) Early Voting November 3, 2023, City Hall, 10:00 am a. Preprocessing and scanning of ballots will occur on Friday, November 3, 2023 B. Canvas and certify, Thursday, November 9, 2023, 1:00-5:00 pm The BOES discussed tasks related to the Canvas and Certification of election results. Tasks include assessing the following: 1) Cured ballots 2) Provisional Ballots that failed validation 3) Ballots mailed by Sunday November 5, 2023 and received by Thursday, November 9, 2023 VII. Next meeting December 14, 2023 at 7:00 p.m. The BOES will host Riverdale Park Board of Election Supervisors VIII. Adjournment John Payne adjourned the meeting at 9:25 pm 2