Board of Elections Supervisors

Board of Election Supervisors Virtual Meeting December 14, 2023 7:30 p.m. Final Minutes Member District Present Absent 1. Tina Batten Mayoral X 2. Yousuf Jaleel 4 X Arrived at 7:43 pm 3. John Payne 3 X 4. Lynea Cooper-Pitts 1 X Also present: Janeen S. Miller, City Clerk, Joi Woods, Contract Secretary I. Call to Order John Payne called the meeting to order at 7:33 p.m. II. Approval of the meeting agenda John Payne declared the meeting agenda for December 14, 2023 accepted. III. Approval of Minutes Tina Batten moved to approve the meeting minutes from October 19, 2023 as amended. Yousuf Jaleel seconded the motion. All were in favor. None opposed. The motion passed. IV. Election debrief The BOES discussed areas of success, improvement, and considerations for the next election. A. Voter Turnout There was not a significant increase in voter turnout in comparison to the 2021 Election in spite of increased outreach efforts including a public information session. B. Areas of success The BOES noted successful practices and operations to be adopted for future elections 1. Training a. Comprehensive updates to materials b. Flexible implementation and content delivery 2. Ease of equipment use 3. Preprocessing a. The fully encrypted system played a key role in preprocessing, providing an accurate count on election night, and an overall secure election. C. Areas for improvement The BOES discussed opportunities to improve training and operations 1. Additional refining for the training manual that highlights processes to collect, document, and report data captured during the election 2. Universal training on all roles for all Poll Workers to ensure a sense of familiarity with each part of the election 3. Providing Additional time to practice using the equipment 4. Clarifying the use of verbiage when offering voters assistance 1  a. Voters are offered general assistance at check in b. “Would you like assistance voting?” instead of “Do you need assistance?” 5. Ballot Marking Devices (BMD) a. Clarifying the use of scanners and Ballot Marking Devices (BMDs) for all Poll Workers  BMDs are available to all voters regardless of their need for additional accommodations  Providing additional training and opportunities for Poll Workers to practice using BMDs so they are equipped answer to questions and support voters in using the machines b. Consistently offering the use of BMDs to each voter D. Considerations for the next election 1. Davis Hall Logistics a. A high number of voters during early voting b. Space challenges to support functional operations and the confidentiality of ballots. More space is needed for equipment placement to ensure that others moving throughout the room cannot see voters’ ballots and ballot screens.  A possible solution is to relocate or remove the Judges’ Break area to maximize the space.  Davis Hall is a more ideal location for weekend early voting due to vehicular traffic during the week 2. Staffing and cost considerations a. Identifying existing city staff members to support the City Clerk’s Office in an effort to preserve the capacity of the BOES and the City Clerk’s Office b. Equipment Costs  The purchase of Four Poll Pads proved to be advantageous by helping to maintain equipment protocols.  Highlighting the cost to use Equipment and services from Hart InterCivic without special pricing from Election Guard c. Janeen Miller is analyzing data to finalize budget projections d. The BOES discussed using survey results from Election Guard to identify additional considerations e. A need to support continuity for the BOES during membership transitions  Recruiting experienced Election Professionals to consult the BOES as contractors f. Early voting costs and the impact on voter turnout The impact of Early Voting on voter turnout remains unclear V. Election Summary Report The BOES reviewed discussion points and highlights for the Election Summary Report for the Mayor and City Council A. Benefits of fully encrypted system B. Compensation increases for Poll Workers C. Voter Survey conducted by an independent survey team assessing the voter 2  experience and operational considerations for future elections D. The number of Mail in Ballots received indicates an increase in voter participation 1. The rate of return for Mail in Ballots was nearly 50% E. Equipment placement limitations at Davis Hall 1. There were challenges protecting ballot confidentiality because there was not enough space to maximize privacy. F. Ranked Choice Voting (RCV) 1. The BOES will continue to study the matter and prepare to discuss RCV with the Mayor and City Council in FY 2024 G. Voter turnout barriers 1. It was not clear if Early Voting had a significant impact on voter turnout 2. Exploring options to provide transportation for voters 3. Assessing Early Voting needs for the 2025 election VI. Next meeting January 16, 2024 at 7:00 p.m. VIII. Adjournment John Payne adjourned the meeting at 8:53 p.m. 3