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 APRIL 15, 2019 BOARD MEETING 1. Meeting called to order at 2:35 p.m. In attendance: Chair Rodriguez, Vice Chair Roberson, Director Hoffman, Assistant Director Claudia Herzog and Secretary Braman. 2. Approval of Agenda: Vice Chair Roberson made a motion to remove 5D from the Agenda. Passed with one abstention (Chair Rodriguez), Vice Chair and Secretary in favor. 3. OLD BUSINESS A. Acceptance of the Minutes Chair Rodriguez motioned to accept the March 12, 2019 minutes with changes Vice Chair Roberson seconded. Passed unanimously. 4. Public Session Public comment opened at 2:16 p.m. No one present for Public Comment. 5. NEW BUSINESS A. DIRECTOR’S REPORT Secretary Braman made a motion to accept the Director’s report, which is attached. Seconded by Vice Chair Roberson. Secretary and Vice Chair in favor, Chair abstained. B. STATUS OF BALLOTS & ORDER QUANTITIES Chair Rodriguez motioned that we query all for under votes and over votes of ballots. Secretary Braman seconded. Chair Rodriguez in favor, Vice Chair Roberson and Secretary Braman opposed. Motion failed. Vice Chair Roberson motioned to accept the ballot order. Chair Rodriguez Page 2 seconded. Chair opposed, Vice Chair and Secretary approved. Motion carried. OFFICERS OF ELECTION 1. New Officers Chair Rodriguez motions to accept Richard Martinez and Kristin Brody as Officers of Election. Vice Chair Roberson seconded. Passed unanimously. 2. Officer status on PollPad Training – by April 23 all will have been trained and can come into the officer for further training. 3. Officer of Election Current Staffing. 4. Officer of Election Training – Preliminary Discussion. The Registrar of Stafford has invited our Board to watch their Chief and Officer trainings. April 27: Chief and Assistant Chief Training 9:30-11:30 a.m. May 28 & 30: Mandatory Officer Training 7p.m.- 9 p.m. C. ELECTION DAY PROCESS – FINAL REVIEW All is in order. D. TELECOMMUNICATION BOARD MEETING POLICY DISCUSSION Vice Chair Roberson motioned, Secretary Braman seconded the motion to accept the “DRAFT POLICY FOR ELECTION PARTIFICATION” with the change “Member Attendance Required”. “Annually, any member may participate remotely in two (2) meetings of the Electoral Board.” Passed unanimously. E. CLOSED SESSION - 3:45 P.M. “Upon a motion made by Electoral Board Member Rodriguez and seconded by Secretary Braman, and passed by a two to one 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 “specific topic performance”. 3:55 P.M. Upon a motion made by Electoral Board member Roberson and seconded by Secretary Braman and passed by a unanimous vote of the Electoral Board, the Electoral Board reopened Open Session. Certification Upon a motion by Vice Chair Roberson and seconded by Chair Rodriguez and passed unanimously upon affirmative roll call vote in open session, it was that (i) only public business matters lawfully exempted from open meeting requirement: only such public business matters as were identified in the motion by which the closed was convened, were heard, discussed in the closed session of the Electoral Board. Page 3. ROLL CALL VOTE: Chair:____________ Vice Chair:_____________ Secretary:_____________ 7 ADJOURNMENT Meeting adjourned at 4:05 p.m. The next board meeting will be held on May 14, 2019 at 4:30 p.m. Respectfully submitted, Cathie Fisher Braman Secretary _______________________ Chair Rodriguez __________________________ Vice Chair Roberson __________________________ Secretary Braman