Board of Registrars

MINUTES Board of Registrars’ Meeting July 12, 2013 10:00 a.m. Auditorium, City Hall Present: Kathryn Fogal and Patricia Lucier. Also present: Deputy City Clerk Tricia Piecuch 1. K. Fogal called the meeting to order at 10:09 a.m. 2. P. Lucier moved to accept the minutes of Board of Registrars’ meeting of February 15, 2013. K. Fogal seconded. Motion passed. 3. P. Lucier moved to accept the City Clerk’s report on deletions, additions and corrections to the checklist. Seconded by K. Fogal. Motion passed. 4. K. Fogal stated they were meeting due to the special election occurring on September 17, 2013 for State Representative, District 35 (Ward 8). K. Fogal inquired as to whether this would be a Primary Election. The Deputy City Clerk explained there would be an election that day even though it would not be known until the end of the filing period, which would run from July 29, 2013 through August 5, 2013 whether it would be a Primary. Discussion ensued regarding a petitioners committee that was collecting signatures for a proposed charter amendment and that by certifying the checklist it would provide the most up-to-date list in verification of signatures. P. Lucier moved that the Board certify the city checklist. Seconded by K. Fogal. 5. Under other business the K. Fogal requested an update on the following that was discussed at their February 15, 2013 meeting: a. That the City Clerk notify the Attorney General’s Office of an incident regarding an individual mistaken for another family member at the checklist table and given a ballot. The Deputy City Clerk noted that she wasn’t aware of any response received from the Attorney General’s Office and that she would follow-up with the City Clerk b. That the City Clerk’s Office provide voter registrars with a citywide checklist as a pdf file for use at the polls. The Deputy City Clerk asked for clarification as she was not at the previous meeting. P. Lucier stated they were looking at being able to have a disk available at each ward containing a checklist of that ward that was a searchable pdf. The Deputy City Clerk stated that a ward checklist is extremely large and the file may have to be zipped in order to save it to disk and that the recipient would need a program in order to unzip the file. She further stated in lieu of the official checklist, that an alpha voter list should work and that she would experiment with the two files and report back at the next meeting. 1  c. That the City Clerk’s Office provide voter registrars and poll workers with the city street and ward list as a pdf file for use at the polls. The Deputy City Clerk stated that this file was smaller and they should be able to meet this requirement, but it meant that an election official would need to have a computer readily available at the polls. d. That election officials post the list of streets in their ward so that voters can confirm they are in the right ward before getting to the checklist or voter registration table. The Deputy City Clerk explained she would verify this with the City Clerk, but it could be included in the official postings and would be covered in the election training sessions. K. Fogal mentioned she would like this tested out on the next election so by the next Presidential everything would be in place. She further noted she would like those items to be included on the next agenda so any outstanding questions could be clarified. Discussion ensued about the next meeting date, to take place prior to the filing period for municipal offices. The Deputy City Clerk notated the dates the Registrars were available and would confer with the City Clerk in setting the next date. 6. Meeting adjourned at 10:49 a.m. 2