Board of Registrars

MINUTES Board of Registrars’ Meeting August 23, 2013 – 10:00 a.m. City Clerk’s Conference Room, City Hall Present: Kathryn Fogal, Carol Cordero and Patricia Lucier. Also present: Deputy City Clerk Tricia Piecuch 1. K. Fogal called the meeting to order at 10:05 a.m. 2. P. Lucier moved to accept the minutes of Board of Registrars’ meeting of July 12, 2013. Seconded by K. Fogal. Motion passed. 3. P. Lucier moved to accept the City Clerk's report on deletions, additions and corrections to the checklist up to August 22, 2013. Seconded by C. Cordero. Motion passed. 4. C. Cordero moved to certified the city checklist up to August 22, 2013. Seconded by P. Lucier. Motion passed. 5. P. Lucier moved for the appointment of Molly Dookran as a Deputy Voter Registrar for the September 17, 2013, State Special Primary Election in Ward 8 for State Representative, District 35. Seconded by C. Cordero. Motion passed. 6. ElectioNet Updates – Duplicate Voters and E911 Street Addresses - The Deputy City Clerk advised the Board of two projects they have received from the Secretary of States' Office, in regards to the statewide voter database. The Deputy City Clerk explained the duplicate voter listing and process all clerks and/or supervisors of the checklist received, in order to verify that voters living in one municipality were not on another municipality's checklist. This was an ongoing process that required the City Clerk's Office to notify other municipalities in order to merge any voters that were found to be duplicate in the system. The E911 address project has the City Clerk's Office verifying that the street listing contained in ElectioNet matches the E911 address in relation to street name and ranges. The E911 listing of street and street ranges has been obtained and this project is currently in process. The process requires verification that there are no voters registered outside of any of the E911 ranges. If any are found, then appropriate action will be taken to rectify any discrepancies. 7. Other Business: a. Disposition of voter registration applications that will be received on Friday, August 23 and Monday, August 26. K. Fogal stated they were meeting today in lieu of next Monday as she would be on vacation and appreciated everyone coming in today. Since the filing period starts on August 27, 2013, she wanted to provide the City Clerk's Office with approval of any additions or changes to the checklist for the next couple of days. P. Lucier motioned to allow the City Clerk's Office to accept and approve any additions, deletions or changes to the checklist for August 23, 2013 and August 26, 2013. Seconded by C. Cordero. Motion passed. 1  b. Report on Attorney General’s response to communication relative to potential voter fraud in Ward 4 on November 7, 2012.  Determination was that ballot clerk checked off the wrong name of a voter on the checklist (letter of August 16, 2013). P. Lucier motioned to accept and file this communication. Seconded by C. Cordero. Motion passed. c. City Clerk’s notice to the Attorney General’s Office of an incident regarding an individual mistaken for another family member at the checklist table and given a ballot.  Response pending. K. Fogal stated this was informational and will await the report from the Attorney General's Office. d. Board of Registrars recommendations that: 1) the City Clerk’s Office provide voter registrars with a citywide checklist as a pdf file for use at the polls; 2) 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; and 3) 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.  City Clerk’s Office will implement these recommendations for the September 17th special election in Ward 8 and the November 5th city election. The Deputy City Clerk provided the Board with a flash drive that held all the information that was requested above and noted that it will be available for the wards on Election Day. 8. New business. a. The next two meeting dates were discussed. The next meeting of the Board will take place on Tuesday, September 10, 2013 at 10:00 a.m. to approve the checklist for the Special State Primary Election being held on Tuesday, September 17, 2013. The meeting to approve the checklist for the Municipal General Election will be held on Thursday, October 31, 2013 at 10:00 a.m. Both meetings will be held in the City Clerk's Conference Room, 1st Floor. 9. P. Lucier motion to adjourn at 11:15 a.m. Seconded by C. Cordero. Motion passed 2