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 Floyd I. Roberson,Vice Chairperson Cathie Fisher Braman, Secretary FINAL MINUTES FROM JULY 17, 2018 BOARD MEETING Meeting called to order at 4:30 p.m. In attendance: Chair Rodriguez, Vice Chair Roberson, and Secretary Braman. Agenda Vice Chair Roberson motioned a change to the Agenda by adding discussion of the letter to the State Delegates and the City Attorney memo to Council, supply issues, Wednesday training and to have Item 4 be the Certification of Closed Session. Seconded by Chair Rodriguez. Passed unanimously. Acceptance of the Minutes Secretary Braman motioned to wait until the August meeting to accept the Minutes of the July 10 meeting. Seconded by Vice Chair Roberson. Passed unanimously. Public Comment No one present to offer Public Comment Discussion Vice Chair Roberson made motion to change the letter to state delegates. Seconded by Chair Rodriguez. Vice Chair Roberson will make the changes and give them to the Director. Passed unanimously. Secretary Braman made a motion to have the letter to from the City Attorney to the Council to accelerate the process for approving the Precinct change for 301, as voted at the July 10, 2018 meeting. Seconded by Vice Chair Roberson. It was decided to ask the Council to review the change earlier so there is no question it would be accepted by the deadline of February 1, 2019. Voted to accept the letter with recommended changes. Passed unanimously. Vice Chair Roberson made a motion to order “I Voted in Fredericksburg” and “Future Voter” labels. Seconded by Secretary Braman. Passed unanimously. Page 2. Chair Rodriguez made a motion to purchase clear #7 envelopes which hold the keys and thumb drives after elections. Seconded by Vice Chair Roberson. The Chair will check into prices with a preference to envelopes with a lock. Passed unanimously. Vice Chair Roberson made a motion, seconded by Secretary Braman, to have Assistant Chief Procop lock the VFW at the proper time to allow Chair Rodriguez to help with the return of Chiefs to the office, along with sworn in volunteers, to make the process easier. Passed unanimously. CLOSED SESSION “Upon a motion made by Vice Chair Roberson, seconded by Chair Rodriguez and passed by a vote of the Electoral Board, the Electoral Board went into session pursuant to Section 2.2-3711 (A)(1) of the Code of Virginia for the consideration of personnel and equipment.” OPEN SESSION “Upon a motion by Chair Rodriguez and seconded by Vice Chair Roberson and passed by vote of the Electoral Board, the Electoral Board reconvened open session after discussion of personnel and equipment and no other business.” Chair Rodriguez asked Secretary Braman to contact the Stafford Registrar’s office to check on their process for equipment storage. Chair Rodriguez made a motion to put “Chief in Training” on the Agenda for the August meeting. Seconded by Vice Chair Roberson. Passed unanimously. Chair Rodriguez motioned, Vice Chair Roberson seconded, to amend an earlier vote to the Director to purchase 19 Poll Pads and 1 printer. Passed unanimously. Chair Rodriguez motion to change the August meeting to August 21, 2018 at 4:30 p.m. Seconded by Vice Chair Roberson and passed unanimously. Meeting adjourned at 6:25 p.m. Respectfully submitted, Cathie Fisher Braman Secretary