Electoral Board

Hampton Electoral Board Meeting January 29, 2025 10:00 a.m., Registrar’s Office Amended Minutes Present: Tom Harmon, Rebecca Winn, Tara Morgan, Matt Scott Guests include: Jim Avery, Carl Anderson, Vince Young, Gaylene Kanoyton, Ghana Smith, Virgil Thornton, Courtney Sydnor (City Atty.), Hampton University students, and other identified Hampton Citizens Meeting called to order at 10:02 a.m. Meeting began with reading of and approval of December meeting minutes as amended. Public comment was invited on issues related to the 2024 election, and the location for voting for the East Hampton precinct. There were very few comments about the recent election, though some comments were related to the difficulties encountered by those waiting to vote provisionally with Same Day Registration. Almost all comments made were favorable to the East Hampton precinct being moved to the Convocation Center on campus at HU. Comments were made by Electoral Board members and Voter Registrar Tara Morgan. Motion was made by Matt Scott to adopt new precinct lines for future elections. These are being recommended to City Council for their approval. The changes are as presented to the EB by the ad hoc committee led by Carl Anderson. (Jim Avery asked that his name be removed from mention concerning the ad hoc committee as he didn’t agree with the final proposal). Proper procedures will be followed to bring this to fruition. Seconded by Tom Harmon, motion passed 2-1 (opposed by Chairman Rebecca Winn).  29 January, 2025 EB Meeting, Page 2 Motion was made by Matt Scott to move the physical location for voting in the East Hampton precinct to the Convocation Center on campus at Hampton University. The City Attorney for Hampton will put together an agreement with the university on this matter. Seconded by Tom Harmon, motion passed unanimously. Motion to move to closed session made, seconded and approved. Closed session began at 11:45. Motion to move into open session was properly made by Rebecca, seconded by Tom, and passed. Meeting re-opened at 12:27 p.m. Motion was made by Matt Scott to have Rebecca Winn as Chairman, Tom Harmon as Vice Chairman, and Matt Scott as Secretary for this year. Motion was seconded and passed unanimously. Motion was made by Matt to delegate the Absentee Function for elections in 2025 to the Registrar’s Office. Motion was seconded and passed (to be consistent with 2024 functions). Dates for EB meetings for 2025 are scheduled for 10:00 a.m. at the Registrar’s office, and are as follows: February 5, March 5, April 2, May 7, June 4, July 16, August 13, September 3, October 1, November 4 (7:00 p.m.), December3. Motion to approve Qualifications for Chiefs and Assistant Chiefs made by Rebecca, seconded by Tom. Motion passed. A motion was made to add #5 to the qualifications regarding security training. Rebecca made the motion. It was seconded and passed.  29 January, 2025 EB Meeting, Page 3 Qualifications for Chiefs and Assistant Chiefs Chiefs and Assistant Chiefs shall be of different political parties in each voting precinct when practicable. When there is an emergency there can be exceptions. Preferred qualifications for selection to Chief or Assistant Chief are: 1. Chief 1.1 Served as an Officer of Election for at least two elections 2. Assistant Chief 2.1 Served as an Officer of Election for at least one election 3. Or in the judgment of the Registrar together with the EB OE has: 3.1 Served in any election role that demonstrates competency and understanding of the election process such that they could successfully serve as a Chief or Assistant Chief (ex: office staff in the Registrar’s office, early voting staff, etc.,) or 3.2 Has vocational experience demonstrating ability to confidently direct and lead a team, communicate clearly, interpret and follow instructions to successfully resolve unforeseen issues, and have a constructive and positive attitude, or any combination of paragraphs 3.1 and 3.2. 3.3 Has the ability to follow official policy and training in the exercise of their duties. 4. An Officer of Elections who has served as a Chief before working as an OE in two elections can be considered to be a Chief or Assistant in a subsequent election. An Officer of Elections who has served as an Assistant Chief before having worked as an OE in a previous election can be considered to be an Assistant in a subsequent election. 5. Preference will be given to OEs who complete security training as offered by the city. Tom brought up Volunteer Recognition. It is possible we could utilize the Convention Center or Sandy Bottom Park for this event. A question was asked about on-line training for future elections. That is yet to be determined. It was also mentioned that we may be able to have city training on security specifically for the EOs.  29 January, 2025 EB Meeting, Page 4 We will connect with Commander Harrison of the police department concerning the HU Homecoming parade for this fall. It appears to be planned for an election day again. A question was asked about publishing an agenda for our meetings. There is no requirement that we do so, but it communicates with our city when we do. Agendas are subject to change. Meeting was adjourned at 1:21 p.m. Sincerely Submitted, Matt Scott, Secretary Hampton Electoral Board CLOSED SESSION City Attorney Courtney Sydnor addressed with us the matter of complaints filed surrounding the fall election. The question of terms for OEs came up. Should we have 1 year or 3 year terms?