Ad Hoc Committee on Elections

AGENDA OF THE AD HOC COMMITTEE ON ELECTIONS THURSDAY, JUNE 11, 2020, 5:00 PM Virtual Meeting A. Zoom Meeting Information 1. This item contains documents which provide call in information and instructions for the Zoom Meeting. B. Roll Call. 1. Alder Barbara Dorff; Alder Chris Wery; Clerk Teske; Chief of Staff Jeffreys; Terri Racine; Karen Schley, Susan Smith; H. Smet; Prof. Alison Staudinger. C. Approval of the Agenda. D. Approval of Minutes. 1. Approval of the Minutes from the meeting held on June 4, 2020. E. Regular Business (Polling Locations) 1. Consideration with possible action on the updated list of polling locations, both new and current. 2. Consideration with possible action on creating drive through voting, either for election day and/or for early in-person absentee voting (August and November). F. Regular Business (Poll Workers). 1. Consideration with possible action on an updated count of poll workers and/or volunteers. 2. Consideration with possible action on current outreach efforts to recruit poll workers. G. Regular Business (Early In­Person & Absentee). 1. Consideration with possible action on advertising early in-person absentee voting and absentee voting. Agenda of the Ad Hoc Committee on Elections June 11, 2020 Page 1  2. Consideration with possible action on the social media campaign for early in-person absentee and absentee voting. H. Adjournment. 1) THIS MEETING IS RECORDED: THE VIDEO OF THIS MEETING AND MINUTES ARE AVAILABLE ONLINE AT www.greenbaywi.gov 2) ACCESSIBILITY: Any person wishing to attend who requires special accommodation because of a disability, should contact the City Safety Manager at 920-448-3125 at least 48 hours before the scheduled meeting time so that arrangements can be made. 3) QUORUM: Please take notice that a majority or quorum of the Common Council will attend this Ad Hoc Committee meeting and will constitute a meeting of the Common Council for purposes of discussion and information gathering relative to this agenda. 4) REPRESENTATION: The party requesting the communication, or their representative, should be present at this meeting. Agenda of the Ad Hoc Committee on Elections June 11, 2020 Page 2 Agenda of the Common Council Meeting of the Page 3 Virtual Meeting Instructions Ad Hoc Committee on Elections 6-11-20 Zoom Meeting Information Join Zoom Meeting https://us02web.zoom.us/j/84288018296?pwd=WWRSYy9pL0R4elFpbjMyMkc4TStrZz09 Meeting ID: 842 8801 8296 Password: 766259 One tap mobile +13126266799,,84288018296#,,1#,766259# US (Chicago) +19292056099,,84288018296#,,1#,766259# US (New York) Dial by your location +1 312 626 6799 US (Chicago) +1 929 205 6099 US (New York) +1 301 715 8592 US (Germantown) +1 346 248 7799 US (Houston) +1 669 900 6833 US (San Jose) +1 253 215 8782 US (Tacoma) Meeting ID: 842 8801 8296 Password: 766259 Find your local number: https://us02web.zoom.us/u/kc4Q6qUnbq 1 Zoom Meeting Instructions for Members and Persons Attending Meetings—City of Green Bay Additional Information 1. Wisconsin Open Meetings Law still applies a. Persons interested in speaking to an item must give their name and address b. Committee/Commission/Board members will still follow Roberts Rules of Order 2. All zoom meetings will have a password in the instructions. Please enter when prompted. 3. Please log into the Zoom meeting 10 minutes before the meeting starts to ensure proper technology is working. a. If you are a Board Member, please log into CivicClerk with a computer, laptop, or tablet device. 4. Once you are in the meeting please mute yourselves. a. You may unmute yourself when you are called upon to speak. 5. Waiting room a. When you call in, all callers/participants will be placed in a “waiting room.” b. Persons on the agenda will be admitted to the meeting, and then once the item is concluded, the host will permanently mute you from the meeting (you can still hear the meeting). 6. Using Zoom with a tablet or computer a. Tablet—you will be asked to sign in. Download the app either with the Apple Store or the Play Store b. Computer—you will be asked to sign in. You may download the app or click on the link to open Zoom in your browser. 7. Registering a. The host may ask you to register for the meeting. A registration link will be sent to you along with the invite. You’ll receive another email confirming that you’re registered for the meeting. b. If you’re using a phone, your registration will still be tied to an email. 8. Raising your hand a. Committee members—you can either use CivicClerk and request to speak or you can “raise your hand” in the zoom meeting (you’d need to use a computer or tablet) to let the host know you’d like to speak. You can also un-mute yourselves and start speaking. b. Persons on the agenda—you can “raise your hand” but you’d need to use a computer. You will be allowed to speak, per Wisconsin Open Meetings Rules, once the committee has “opened the floor for interested parties to speak.” Once the committee is finished with your agenda item, the host will mute you permanently, unless the committee opens the floor again. 9. What devices should I use? a. Smart phone (please see more detailed instructions on page 3) b. Land line c. Tablet—well in advance of the meeting, please download the Zoom Meeting app before you join a meeting by using either the Apple Store or the Play Store. You will be asked to input your name, thus identifying you for the meeting. You’ll also be asked to verify your email. d. Computer—well in advance of the meeting, please download the Zoom Meeting app, but you can also click on a link to open the Zoom Meeting in your browser. You will be asked to input your name, thus identifying you for the meeting. e. For tablet and computer users--if you download the app you will be asked to verify your email. 10. Zoom etiquette a. Muting yourselves when you’re not talking will prevent your background noise from interfering with others’ ability to listen to and participate in the meeting. b. If you’re using a telephone, please identify yourself with your phone number and name before you speak. Zoom meeting hosts can see only your telephone number and will ask you to identify yourselves. 11. Closed session a. Persons in the Zoom meeting will be put into a waiting room while the committee meets in Closed Session. Participants will be admitted back into the Zoom meeting once the committee reconvenes in Open Session. b. Persons watching live on YouTube will see a gray screen with the City logo during closed session. 12. Persons interested in listening to the meeting can go to www.youtube.com/CityofGreenBay 2 Zoom Meeting Instructions for Members and Persons Attending Meetings—City of Green Bay Calling into the Zoom meeting using a smartphone 1. Dial the phone number listed at the beginning of this document. 2. When prompted, enter the Meeting ID number followed by # a. If you’re using a smartphone, you can access the keypad by clicking “Keypad” on your screen 3. Once you are in the meeting, notify the meeting host that you are in and state your name. 4. If you do not need to talk, please make sure your phone is on Mute a. If you’re using a smartphone, look at your screen and click the Mute button b. If you’re using a computer, you should see a Mute button in the Zoom application 3 Zoom Meeting Instructions for Members and Persons Attending Meetings—City of Green Bay  Polling Location Wards Polling LocationPolling Status Equipment August Status 1y UWGB 1,2, and 3 NO YES YES 2y Christ of the Bay Lutheran Church 4 and 19 YES YES YES 3y Atonement Lutheran Church 5 and 8 NO YES YES 4 nw Fire Station #5 6 and 7 NO NO 5 nw Salvation Army Kroc Center 9 and 14 YES YES YES 6y St. Bernard Parish 10 and 18 YES YES YES 7y Central Assembly of God Church 11 and 12 YES YES YES 8 n/c SS Peter and Paul Catholic 13 and 20 YES NO NO 9 nw First United Church of Christ 15 YES YES 10 nw Union Congregrational Church of Christ 16 NO YES 11 n/c Our Saviour Lutheran Church 17 NO YES NO 12 y Green Bay Metro Transit Center 21 and 27 YES YES YES 13 y Curative Connections 22 and 23 YES YES YES 14 y Geen Bay Labor Temple 24 YES YES YES 15 n/c The Salvation Army 25 MAYBE YES MAYBE 16 y Neighborworks 26 YES YES YES 17 n/c First Presbyterian Church 28 and 30 MAYBE YES MAYBE 18 n/c Trintiy Lutheran Church 29 YES YES MAYBE 19 n/c St. Joseph Church 31 and 34 YES YES YES 20 y Redeemer Lutheran Church 32 YES YES YES 21 y Calvary Lutheran Church 33 and 35 YES LM YES 22 nw Seventh- Day Adventist Church 36 and 37 YES NO 23 y St. Paul's United Methodist Church 38 YES/MAYBE LM YES 24 n/c Bethel Evangelical Lutheran Church 39 NO LM MAYBE 25 n/c St. Jude Church 40 YES YES YES 26 n/c St. Elizabeth Ann Seton 41 and 45 NO YES NO 27 n/c Living Hope Church 42 and 43 YES Will Check MAYBE 28 y Bridge Point Church 44 YES YES YES 29 nw Church of Christ 46 YES YES 30 n/c Green Bay Botanical Gardens 47 NO NO MAYBE 13 yes 6 no word 11 either maybe or only one election November Status YES YES YES MAYBE YES YES MAYBE NO YES YES YES MAYBE YES YES MAYBE MAYBE YES YES YES MAYBE MAYBE MAYBE YES YES MAYBE