Electoral Board Meeting Agenda

CITY OF SUFFOLK ELECTORAL BOARD MINUTES APRIL z,2ot9 CALLTOORDER: Erin Rice, Chairman, called to order the meeting of the City of Suffolk Electoral Board, at 9:o5 a.m., on Tuesday, Ap ril z, zor9, at the Voter Registration Office, 44o Market Street, First Floor, Suffolk , Virginia. Ms. Rice was u,elcomed by the existing Board Members. She lrill serve as a Board member of the City of Suffolk Electoral Board for a term of three (3) years commencing March r, 2or9 through the last day in February zozz. ROLLCALL: The follou'ing persons \!'ere present: Erin Rice, James Banks, Beverly Outlan', l,ester Ward and Susan Saunders. APPROVAL OF MINUTES OF I-AST MEETING: Ms. Saunders read the minutes from the February 12, 2otg meeting and Ber.erly Outlalv moved that the minutes be approved as read and James Banks seconded the motion. OLD BUSINESS: Ms. Outlaw introduced Mr. Les Ward as the nen'ly appointed Officer of Election Advisor. He will be instrumental in proriding knowledge and expertise concerning policy and conduct of elections, as rvell as providing support to Officers of Election. Ms. Saunders presented to the Board information provided by Ms. Deloris Short, Registrar for the City of Portsmouth, regarding their Officers of Election Recognition Program. Ms. Rice requested that Ms. Saunders obtain a cost amount from Ms. Short and then email it to the Board before they proceeded with further discussion on this matter. Ms. outlau'reviewed the requests from individuals that spoke at the last Board meeting regarding the relocation of various polling sites. Ms. Saunders stated that she had responded to the interested parties advising that the Board would take their requests into consideration, however no decision will be made until further research and site risits have been made. Ms. outlaw made a motion to continue to use the current locations as_polling sites and Mr. Banks seconded the motion. The motion carried 3-o. It was noted that Ms. Nce and Ms. saunders would make an appointment to visit the Ebenezer Methodist Church for further evaluation.  -2- Ms. Outlaw inquired as to the status of the House of Delegates redistricting. Ms. Saunders replied that the decision had been appealed. The Supreme Court could take up to two months to make a determination. In the meantime, all the necessary work has been done to update the affected voters, we are just waiting for final approval. Ms. Outlaw inquired if there had been any further correspondence regarding complaints of the party representatives at the polling sites. Ms. Saunders replied that Ms. Rinaldi did respond through emails explaining that the training of poll worker volunteers included a list of the "Do's and Don'ts". They will update their training process to include incidents such as approaching voters in their cars. Ms. Rice inquired as to the status of the 2o;gl2o2o Fiscal Year Budget. Ms. Saunders replied that she will advise the Board of the department's approved budget as soon as it is received. NEW BUSINESS: Ms. Outlaw presented to the Board the "Proposed Guidelines for Election Day Polling Site Activity", which she prepared. She made a motion to adopt the Guidelines as Board policy. Mr. Banks seconded the motion and the motion carried by 3-o. Ms. Saunders advised the Board that she had been in touch with Mike Bror.rn of DemTech, regarding a demonstration of their new all in one electronic pollbooks. Mr. Brown will call with a convenient time and date for the demonstration. Ms. Saunders advised the Board that she will be attending the Virginia Department of Elections zor! Election Security Table Top Exercise, which will be held on April 17, 2otg, in Midlothian, Virginia. Ms. Saunders advised the Board that she will be attending the Department of Elections Voters with Disabilities Engagement Expo, which will be held on April 3o, zorg in Henrico, Virginia. Ms. Saunders asked if the Board would like for her to mail the local party chairpersons a copy of the "Guidelines for Campaigners and Authorized Representatives" and "Dos and Don'ts for Campaigners and Authorized Representatives", so that the poll watchers will have adequate l<nowledge of what is acceptable conduct inside and outside the polling sites. Ms. Rice advised her to send the information to both parties.  -3- ADJOURNMENT: There being no further business, this meeting was adjourned at 10:45 a.m. The next Board meeting u'ill be held on Tuesday, June rl, 2019. &^^_,,.'.., e^,L! Erin Rice, Chairman h.*--* 6.^rr,^ Banks, Vice Chairman /hmes Beverly , Secretary