Electoral Board Meeting Agenda

CITY OF SUFFOLK ELECTORAL BOARD MEETING JULY 7, 2020 _____________________________________________________________________________________ CALL TO ORDER: Erin Rice, Chairman, called to order the telephone conference call meeting of the City of Suffolk Electoral Board, at 9:02 a.m. on Tuesday, July 7, 2020. This meeting was monitored by Charlie Harcum, Network Manager of the Information Technology Department for the City of Suffolk. The telephone conference call was necessitated by the Covid-19 virus and under the guidelines presented by Governor Northam. ROLL CALL: The following persons were present: Erin Rice, James Banks, Beverly Outlaw, Les Ward, Susan Saunders and Charlie Harcum. APPROVAL OF MINUTES OF LAST MEETING: Ms. Saunders read the minutes from the June 2, 2020 Electoral Board meeting, the minutes from the June 24, 2020 meeting of the canvassing of the votes and the continuation of provisional ballots meeting, which was held on Friday, June 26, 2020. Ms. Rice moved that the minutes be approved as read and Mr. Banks seconded the motion. No public speakers attended the meeting. OLD BUSINESS: Ms. Outlaw requested that the minutes reflect commendations to the Voter Registration staff for their ability to work through unusual circumstances during the June 23, 2020 Primary Elections. Their dedication, hard work and professionalism contributed to a highly successful election and the Electoral Board is very appreciative of their efforts. NEW BUSINESS: Ms. Outlaw presented the new laws enacted by the General Assembly, which will be implemented on July 1, 2020. Ms. Rice remarked that a clearer direction will be forthcoming from the Department of Elections at the State Annual Training on July 20- 21. Ms. Rice discussed the email sent to the Electoral Board from Leslie Rinaldi, of the Suffolk Democratic Committee, dated June 14, 2020, regarding Public Service Announcements. Ms. Outlaw commented that at this time the Board does not intend to participate in Public  -2- Service Announcements on a radio station. She also commented that Ms. Saunders had good success with inserts in the local Suffolk News-Herald Newspaper and recommended repeating this advertisement, as well as publishing information on the City’s cable channel, the monitors in the City Hall Building and advertisements in the Suffolk News- Herald. These advertisements will have dates, deadlines and other important information regarding the November 3, 2020 General Election. Ms. Outlaw made a motion for Ms. Saunders to respond to Ms. Rinaldi’s email advising her of outreach plans by the Electoral Board. The motion carried by a vote of 3-0. Ms. Saunders inquired as to the General Registrar’s Performance Review which is due in August. Ms. Outlaw responded that the Board should meet in person to complete the review. The meeting is scheduled for Tuesday, August 4, 2020, at 9:00 a.m. Ms. Outlaw inquired as to the status of the 2020 CARES Act. Ms. Saunders explained that the City of Suffolk will receive a predetermined amount of $78,238.00. She has completed the certification and submitted it to Kierra Mitchell of the Department of Elections. She has also discussed this with Charles Meek, Assistant Director of Finance, who will assist with preparing the Ordinance to be presented to City Council. Ms. Outlaw questioned the need to increase the officers of election compensation to reflect on the risks involved while doing their job amid the coronavirus, the extra burdens placed on them on election day, i.e., cleansing equipment after voter use and the additional hour that they will be required to work in 2021. Ms. Rice requested that Ms. Saunders review when the last pay raise was received and compute how much it would cost to raise the pay to $20.00 and/or $25.00 per election official. Ms. Outlaw stated that she would like to start preparations for the November General Election and what effort it would take to secure a satellite office in north Suffolk. She would also like to ascertain whether the city offices will be reopening in the near future. She asked Ms. Saunders to contact Debbie George regarding possible city owned locations that would meet the requirements of use as a satellite office and also when the city planned to open to the public. Ms. Saunders presented information to the Board from Ms. Megan Anderson, Business Manager for Believers Church (Hub 757) regarding being considered as a possible polling site. Ms. Outlaw replied that they would not be able to consider the addition of a new polling site or moving a polling site until after the redistricting in 2021. She made a motion to wait for the results of the redistricting before making any determinations regarding polling site relocations or additions. Mr. Banks seconded the motion and it was carried by a vote of 3-0. Ms. Outlaw requested that Ms. Saunders respond to Ms. Anderson by thanking her for the church’s interest and explaining that the board would consider the request after the redistricting.  -3- ADJOURNMENT: There being no further business, this meeting was adjourned at 10:00 a.m. the next Board meeting will be held on Tuesday, August 4, 2020. ________________________________ Erin Rice, Chairman ________________________________ James Banks, Vice Chairman ________________________________ Beverly Outlaw, Secretary