Electoral Board

Name: Electoral Board — Hampton, VA
Start: 2025-06-04
End: 2025-06-04
Location: Hampton, VA

Regular Meeting

Hampton, VA · June 4, 2025

Minutes

Hampton Electoral Board Meeting June 4, 2025 10:00 a.m., Registrar’s Office Minutes approved at 10.02.25 EB Meeting Present: Chair Rebecca Winn, Vice Chair Tom Harmon, Regestrar Tara Morgan, Secretary Matt Scott Guests included: Dr. Barbara Inman, VP at Hampton University, Atty Rashida Stevens from Hampton University, Captain John Harrison (HPD), numerous others Meeting was called to order at 10:05 a.m. HU Homecoming parade was discussed. Captain Harrison recommended a parade route that would start at Darling Stadium and proceed across Settler’s Landing Road to HU Campus. This would prevent the blocking of streets needed to access the Registrar’s Office on an Election Day. Saturday, October 25 is an Election Day. This appeared to be workable to the HU people in attendance. Motion was made to table this matter until we can revisit and finalize it, likely in our 7/16 meeting. Motion seconded and passed. The matter of Election Day security was mentioned. We will continue to reach out to HPD to improve the system that has been in place for a number of elections. Chief Wideman has been contacted about this matter. On another matter, December 10 is a scheduled City Council session to address the East Hampton precinct, and the possibility of the precinct being split, with some voters being assigned to vote on campus at the Convocation Center. Sunday Voting. Most of the guests in our meeting were present because Sunday voting for the fall election was on the agenda. All of the emails (24) received on this subject were characterized as being “in favor of” Sunday voting. Those who spoke on the subject from our guests – Jim Avery, Claude Vann, and Vice Mayor Steven Brown (in absentia) – were also in favor of Sunday voting. Board members expressed views also. Chair Rebecca Winn spoke in favor of Sunday voting. Secretary Matt Scott stated that the community accepts Sunday voting, and he does too (with the understanding that the time of voting would not disrupt the Registrar and her staff from participating their regular Sunday morning activities). Vice Chair Tom Harmon spoke against approval of Sunday voting as it sends a message that citizens didn’t have to take responsibility to cast their ballots. There is enough opportunity to vote with 45 days of early voting, absentee mailed-in voting, and 13 hours of Election Day voting. 04June2025 Electoral Board Meeting, pg. 2 Motion was made by Rebecca Winn that whenever Sunday voting is adopted it will be in coordination as much as possible with Newport News and other localities in the 3rd Congressional District. Motion was seconded by Matt Scott. Tom Harmon voted against the motion. We will start with communication with these other communities this year. Motion was made by Rebecca Winn that Sunday voting be held on October 12, 2025, 1:00 p.m.-5:00 p.m. for the November 4, 2025 election. Motion seconded by Matt Scott. Tom Harmon voted against the motion. Motion was made by Rebecca Winn to make Sunday voting our policy going forward. Motion failed for lack of second. Bathroom issue. A policy concerning people from outside the polling place entering to use the bathroom on Election Day is being established. Officers of Election and voters are permitted automatically to use the rest rooms, but research has been done regarding campaigners and others and the advisability of allowing access to buildings being used for voting on those days. No laws or advisories (from the department of Elections) could be found. Our policy is that people from outside may enter the building to use the rest room, but may NOT pass through the voting area to do so. If the school or other public building is open (i.e., the office is open) the security policies of the building guide. A motion was made and seconded to this effect. Motion passed. A motion was made by Rebecca Winn to post signage stating our bathroom policy. Seconded by Tom Harmon. Motion passed. Motion was made by Rebecca Winn to accept the minutes as presented for the May meeting. Motion was seconded and passed. Officers of Election will be assigned to the precinct where they vote whenever possible. This will mean change for some of our OEs. The following agenda items are being tabled until the July meeting: Volunteer recognition School Board policy on virtual/cancelled school days for all Election Days ADA needs at polling places Security training Discussion of new laws Elect Advisory concerning independent candidates Closed session items 04June2025 Electoral Board Meeting, pg. 3 Rebecca has been in contact with the head of libraries in Hampton. There is a likelihood that the Phoebus Library will be closed to the public on Election Days in the future. The facility is very small for our purposes and this would allow disabled voters more space to turn wheel chairs and such. We are making progress on Voter engagement on the college campuses in Hampton. Both HU and VPCC have given us dates and events we can tie into to educate and register potential voters in that setting. HU has an event on 8/20, and VPCC has events on 8/20 and 9/17 7/30 is EB training in Richmond Procedures to secure feedback from Officers of Election. We will encourage OEs to give more feedback to the Board regarding difficulties experienced on Election Days. We are especially available at the Registrar’s Office the evening of Election Days. Incident Reports should also be used extensively. We can also use programs like Survey Monkey to reach out for more comment. Officer of Election requirements. An Elect Advisory has come down from Richmond asking that we pay attention to ADA accessibility. The Best Practices list in Chapter 5 of the GREB Handbook. Further instruction especially for Chiefs and Assistant Chiefs: we must assume competence. Only the court can decide and declare incompetency. Adjournment was at 11:57 a.m. Sincerely Submitted Matt Scott, Secretary Hampton Electoral Board

Agenda

AGENDA FOR JUNE 4, 2025 HAMPTON ELECTORAL BOARD MEETING NOTE: Mee ng scheduled for 10:00 a.m. on 06/04/2025 (or as soon therea er as possible) at: Hampton Voter Registra on O ce, 101 King’s Way, Hampton, VA 23669 — (757) 727-6218 I. REVIEW OF MINUTES • Reading and approval of May mee ng minutes (to include any changes) II. PUBLIC COMMENT • Pursuant to the adopted public comment policy (e.g. completed and mely submission of Public Comment Form necessary to give comment) III. OLD BUSINESS AND EXISTING MOTIONS • June primary elec on updates + prep, etc (ongoing: e.g. L&A completed, USPS, turnout, other updates) • Volunteer recogni on (ongoing) • School Board policy re: school day elec ons (e.g. mo on passed 3/2025) (ongoing) • School Board / precinct-based ADA needs (ongoing) • Security training opportuni es (ongoing: e.g. fed. funding cut + available dates) • Voter engagement / voter educa on planning (e.g., HU + VPCC) • November elec on plans / considera ons (e.g. HU Homecoming + parade route) • New elec on laws e ec ve 7/1/25 (ongoing) • Updates re: East Hampton Precinct / New Precinct located at HU Convoca on Center IV. NEW BUSINESS • Sunday Vo ng during the November General Elec on • Priority given to assigning elec ons o cials to home precincts where prac cable • Priority given to annual rota on of Chiefs and Asst Chiefs where prac cable • Policy for restroom access / use during elec ons • Procedures for feedback from elec ons o cials (e.g. Incident Reports, opening of canvass, survey, etc) • O cer of Elec on requirements (e.g. ADA “Best Prac ces” requirement per ELECT + non-par san ac vity requirement per Va. law) • ELECT Adv.: ADA & Accessibility Resources (e.g., 09/01/25 ADA Compliance Con rma on deadline; ADA Accessibility Training + “Best Prac ces”; Service Animals; Solu ons for Common Access Problems) • ELECT Adv.: ELECT no ca on of Independent General Assembly Candidate Status Repor ng Form • ELECT Adv.: Va. Dept. of Elec ons Annual Training and VEBA Bootcamp on 07/30/25 V. CLOSED SESSION • Va. Code 2.2-3705.1(1) – Personnel informa on • Va. Code 2.2 and 24.2 – security planning and concerns NOTE: THIS AGENA IS SUBJECT TO CHANGE AFTER PUBLICATION ft ti ti ti ti ti ti ti ti ti ffi ti ffi ti ti ti ti ffi ti ti ti ti ti ti ti fi ti ff ti ti ti ti ti ti ti ti ti ti ti ti fi ffi ti

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