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 JANUARY 8, 2019 BOARD MEETING 1. Meeting called to order at 4:30 p.m. In attendance: Chair Rodriguez, Vice Chair Roberson, Director Hoffman, and Secretary Braman. 2. Approval of Agenda: Vice Chair Roberson motioned to accept the Agenda. Seconded by Secretary Braman. Passed unanimously. 3. OLD BUSINESS A. Acceptance of the Minutes Chair Rodriguez motioned to accept the December 13, 2018 minutes. 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 Secretary Braman made a motion to accept the Director’s report after a discussion on the printing of Voter-Id letters and electrical switches. Chair Rodriguez seconded. Passed unanimously. B. STATUS OF TELEPHONE EQUIPMENT Vice Chair Roberson motioned to deny further discussion of telephone equipment. Secretary Braman seconded. Passed unanimously. Page 2 C. TRANSPORT EQUIPMENT Director Hoffman demonstrated a new system to deliver equipment to the Precincts before the Elections. Chair Rodriguez made a motion to accept the system, Vice Chair Roberson seconded. Passed Unanimously. D. REVIEW OF ELECTION FORMS: OPENING AND CLOSING FORMS Vice Chair Roberson will make changes to Opening and Closing forms for March Meeting. SOR No changes Hourly Ballots Cast Totals No changes Officer of Election Evaluations No change for now. Chair Rodriguez will work on and circulate. Incident Reports No change. Election Day Supplies Director Hoffman is compiling a list. Opening Procedures Chair Rodriguez will consolidate checklist for March. Closing Procedures No change. E. POLLING LOCATION Chair Rodriguez motioned to accept the recommendation of the Director to purchase and contract with Stafford Printing for Precinct 301 location change to Walker Grant. Seconded by Secretary Braman. Passed unanimously. Page 3 F. Proposed Training Dates Chair Rodriguez motioned to accept training dates as presented. Seconded by Vice Chair Roberson. Passed unanimously. Director, Electoral Board and Equipment Custodian. 1. Chiefs, Assistant Chief’s and City Council etc. by Equipment Custodian. 2. Open PollPad sessions for OOE. Mandatory by Equipment Custodian. 3. 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. G. OFFICERS OF ELECTION The following interested City voters were approved to be Officers of Election: Amy P. Dempsey Linda Juggins Motion made by Chair Rodriguez, seconded by Vice Chair Roberson. Passed unanimously. H. 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 7:00 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. 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 7:30 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. Chair Rodriguez and Vice Chair Roberson will be attending the Annual VEBA event at the Homestead. 7. Motion by Chair Rodriguez and seconded by Vice Chair Roberson, it was voted unanimously to change the February meetings in the EB official 2019 and 2020 Calendars to the first Tuesday of the month. 8. Meeting adjourned at 7:40 p.m. Next meeting will be February 5, 2019 at 4:30 p.m. Respectfully submitted, Cathie Fisher Braman Secretary _______________________ Chair Rodriguez __________________________ Vice Chair Roberson __________________________ Secretary Braman