Electoral Board

COMMONWEALTH OF VIRGINIA City of Fredericksburg OFFICE OF VOTER REGISTRATION AND ELECTIONS Executive Plaza, 601 Caroline Street, Suite 500-A, Fredericksburg, Virginia 22401 TELEPHONE: (540) 372-1030 DIRECTOR OF ELECTIONS & (540) 372-1031 GENERAL REGISTRAR FAX: (540) 373-8381 Marc C. Hoffman ELECTORAL BOARD E-MAIL: mhoffman@fredericksburgva.gov Rene Rodriguez,Chairperson WEB: www.fredericksburgva.gov Aaron Markel, Vice Chairperson Cathie Fisher Braman, Secretary FINAL MINUTES – ELECTORAL BOARD APRIL 11, 2017 – 4:30 PM Chair Rodriguez called the Fredericksburg Electoral Board meeting to order on Tuesday, April 11, 2017 at 4:40 p.m. in the office of the Director of Elections. Present were Chair Rodriguez, Vice-Chair Markel, Secretary Braman, Rev. Michael Hirsch, Pastor of Calvary Christian Church, Concerned citizen Claudia Herzog, Director of Elections Hoffman and Tom Blalock. Chair Rodriguez made a motion to add the following items to the Agenda: 1. Approval of the Minutes 2. Approval of Changes to the Minutes 3. Ballot Order 4. Addition at end of New Business: a. Open Hand Program b. PrintElect 5 year Contract 5. Training of Custodians and City Employees (moving machines) This was seconded by Vice Chair Markel and approved unanimously. Approval of the Minutes: Minutes were approved with the following corrections: Removal of information about statements made by Vice Chair Markel. Removal of total number of ballots ordered under Item 2. It was discussed that we have a broken AutoMark. Chair Rodriguez made a motion to accept the changes and the vote was unanimous. Page 2. Item 2: Ordering of the Ballots. Vice Chair Markel passed out a chart going back thru the years. Discussion. Chair Rodriguez made a motion to accept the figures as presented: Secretary Braman seconded. Passed unanimously. Based on City Council recommendations the Electoral Board will look at Calvary Christian Church as it is within the guidelines for a polling location in Precinct 101. Chair Rodriguez made a motion that the Electoral Board, as a group, visit the Calvary Christian Church before its next meeting to evaluate it for future consideration as a polling location for Precinct 101 or Precinct 301. Motion was seconded by Secretary Braman. Vote was as follows: Yea Nay Chair Rodriguez Vice Chair Markel Secretary Braman Officers of Election: Chair Rodriguez made a motion that the new oath be read in March 2017 to the Officers of Election for a period of three years. Every Officer of Election on the current list will all have the same date. Seconded by Vice Chair Markel and passed unanimously. New Officers of Election: Precinct 101: Max O’Saben Precinct 201: Jackie Reader Precinct 301: James Blalock Precinct 401: Ann Monroe Jacobs Edward Blesi, Asst. Chief Evan Lawson, Chief Sally Frankenberger Donovan Garcia Precinct 402: Jon Beckett William Wadsworth, Alternate Page 3. Election Equipment Needed: The AutoMark that was out for repair has returned and when the Board does the L & A testing they will check this machine. At the May meeting the Board will go over the Blue Tote List and make changes as needed. Secretary Braman will check the list and make suggestions for changes. Closed Meeting: Chair Rodriguez made a motion, seconded by Secretary Braman and passed by a vote of the Electoral Board to go into Closed Session to discuss Personnel issues pursuant to the Code. Open Meeting: Upon a motion by Electoral Board member Rodriguez and seconded by Vice Chair Markel and passed by a vote of the Electoral Board, the Electoral Board reconvened Open Session having discussed the aforementioned Personnel issues. The Electoral Board unanimously voted to correct the salary of the Director of Elections to be in line with his office. Vice Chair Markel made a motion and passed by the Board to add five new roster applicants to the Officers of Election: James Blalock Jennifer Brody Jacqueline Denison-Emery Michael G. Kasey Barbara D. Suval Director’s Report: Chair Rodriguez made a motion to accept the Director’s Report, seconded by Secretary Braman. Accepted unanimously. Page 4. Open Hands: Chair Rodriguez made a motion to accept “non-paid” internships, coordinated by the Director of Elections. Seconded by Vice Chair Markel this passed unanimously. 5-Year Contract: PrintElect would like the Board to approve a 5 Year Contract and is giving the Board the Contract Price for printing ballots for the June Primary. Vice Chair Markel suggested going to the State Board of Elections for printer suggestions. Director Hoffman will find out the process of getting vendor approval. Chair Rodriguez would like to see if local printers are cheaper. Discussion of this was postponed until the May meeting. Security Plan: Director Hoffman needs to send a note to the State by May 1 that we have a Security Plan in place. The Electoral Board looked at the plan and it needs to be updated. Vice Chair Markel recommended the Board not use the Consultant’s Security Plan. Vice Chair Markel will rework the Security Plan and the Board will meet in August to review the reworked Plan. Director Hoffman will notify the State of the above. Secretary Braman made a motion to adjourn at 8 p.m. and this passed unanimously. Respectfully submitted, Cathie Braman Secretary Electoral Board of the City of Fredericksburg __________________ Chair Rodriguez ________________________ Vice Chair Markel ________________________ Secretary Braman