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 DECEMBER 13, 2018 BOARD MEETING 1. Meeting called to order at 4:30 p.m. In attendance: Chair Rodriguez, Vice Chair Roberson, Director Hoffman, Asst. Registrar Herzog and Secretary Braman. 2. Approval of Agenda: Vice Chair Roberson motioned to change 3B to “Approval of October 9, 2018 Agenda. Seconded by Chair Rodriguez. Passed unanimously. 3. OLD BUSINESS A. Acceptance of the Minutes Chair Rodriguez motioned to accept the minutes from the November 16 Minutes. Minutes from October 9, 2018 were accepted with changes. Vice Chair Roberson seconded. Passed unanimously. 4. Public Session No public comment. Closed at 4:45 p.m. 5. NEW BUSINESS A. DIRECTOR’S REPORT Chair Rodriguez made a motion to accept the Director’s report with one change – the addition of a DHS meeting. Vice Chair Roberson seconded. Passed unanimously. B. BUDGET SUBMISSION APPROVAL Vice Chair Roberson motioned to accept the Budget Submission. Chair Rodriguez seconded. Passed unanimously. Page 2 C. ELECTION FORMS REVIEW AND DISCUSSION SOR Vice Chair Roberson motioned to accept changes to this form. Seconded by Chair Rodriguez. Passed unanimously. Hourly Ballots Cast Totals No change for now. Reverse of form: “Results Reporting Sheet” will be worked on by Director Hoffman. Officer of Election Evaluations No change for now. Chair Rodriguez will work on and circulate. Incident Reports No change. Need to be discussed in training. *Election Custodian needs to keep an incident log*. Election Day Supplies No decision made. Items will be changed with advent of PollPads. Opening Procedures Will be reviewed at next meeting. Closing Procedures No change. Review in January. Hand Receipt List Needs to be shortened. Review in January. D. ELECTION EQUIPMENT New EPB System Setup Discussion Vice Chair Roberson motioned to table discussion until we hear from KnowInk regarding the new PollPads. Seconded by Secretary Braman. Passed unanimously. Equipment Custodian Roles Implementing the new PollPads. Page 3 Proposed Training Dates Chair Rodriguez and Director Hoffman recommend three training dates as follows: 1. Director, Electoral Board and Equipment Custodian. 2. Chiefs, Assistant Chief’s and City Council etc. by Equipment Custodian. 3. Open PollPad sessions for OOE. Mandatory by Equipment Custodian. 4. Two Pollpad trainings and one regular training as follows: February 23, Morning: Registrar’s Staff, EB and Mo Afternoon: Chiefs and Assistant Chiefs March 23: PollPad Training Only April 13: PollPad Training Only (mandatory) May 18: Election Training for OOE: 8 am to 10 am – Chiefs and Assistant Chiefs 10 am – 12 Noon – Officers of Election May 21: Election Training for OOE 5:30 p.m. to 7:30 p.m. E. OFFICERS OF ELECTION The following interested City voters were approved to be Officers of Election: Amy P. Dempsey Holly Holt Linda Juggins Peggy Vanthul Christopher Whitley Motion made by Chair Rodriguez, seconded by Vice Chair Roberson. Passed unanimously. F. Upon a motion made by Chair Rodriguez, seconded by Vice Chair Roberson, and passed by a vote of the Electoral Board, Electoral Board went into Closed Session at 7:30 p.m. pursuant to Section 2.2-3711 (A)(1) of the Code of Virginia for the consideration of assigning or appointment, promotion, performance, demotion, salaries, disciplining or resignation of public officers, appointees or employees of any public body.” Registrar’s asked to stay. Page 4 Upon a motion made by Secretary Braman and seconded by Vice Chair Roberson, and passed by a vote of the Electoral Board, the Electoral Board reconvened Open Session at 7:50 p.m. CERTIFICATION Upon a motion by Chair Rodriguez and seconded by Vice Chair Roberson and passed by affirmative vote in open session it was certified that only public business matters lawfully exempted from open meeting requirements and only such public business matters were identified in the motion by which the closed session was convened, were heard, discussed or considered in the closed session of the Electoral Board. 6. Adjournment at 7:55 p.m. – Next meeting to be January 8, 2018 at 4:30 p.m. Respectfully submitted, Cathie Fisher Braman Secretary _______________________ Chair Rodriguez __________________________ Vice Chair Roberson __________________________ Secretary Braman