Electoral Board Meeting Agenda

CITY OF SUFFOLK ELECTORAL BOARD APPROVED MEETING MINUTES DECEMBER 14, 2021 _______________________________________________________ Attending: Erin Rice, Chair, Rev. Isaac Baker, Vice Chair, Beverly Outlaw, Secretary, Les Ward, Election Officer Liaison and Burdette Lawrence, Deputy Registrar. Minutes were approved as distributed. Unfinished business: Ms. Rice reported that the State redistricting plan has been submitted by the masters and will now go to the Supreme Court of Virginia for review. Final action is expected by the end of the year. Rev. Baker requested that we gather any new information regarding authorized observers. New Business: Ms. Outlaw reported that she has reviewed incidents related to the last election and has begun to compile a list of opportunities for improvement. She requested Board Members to review the list and add suggestions to be prioritized for implementation. Ms. Outlaw reported that DemTech was preparing to install updated software on our electronic poll books in order to make them compatible with State systems. An invoice for $106,000 was submitted for payment and Ms. Outlaw has worked with the Assistant City Manager to secure payment of the invoice. Ms. Outlaw reported that the Board received a request from Mayor Mike Duman to tour space at the Suffolk Cultural Arts Center to evaluate it as suitable space for relocating the registrar's office. The Board toured the space on November 17, 2021. Burdette Lawrence, Deputy Registrar and Randy Carter, Clerk of Courts also toured the building. Ms. Outlaw followed up with Mayor Duman who said he was just evaluating ideas and the actual planning of such moves was the purview of the City Manager. A request has been made for the Director of Capital Improvements to attend a board meeting to discuss plans for relocation. Ms. Outlaw announced that Susan Saunders will retire from her position as General Registrar effective December 31, 2021. She thanked Ms. Saunders for her years of service and the many improvements she had made in administrative processes. Ms. Outlaw announced that Ms. Rice would be leaving the Board at the end of her appointment on December 31, 2021. She thanked her for her three years of service on the Board. The floor was opened for public comment. Ms. Outlaw moved the Board convene in closed session pursuant to code of Virginia 2.2- 3711 to discuss a personnel matter. The Board reconvened in open session at 1101 A.M. Me Outlaw certified that while in closed session the Board had discussed only the personnel issue as stipulated in Code of Virginia 2.2-3711 Roll call: Erin Rice - yes Rev. Isaac Baker - yes Beverly Outlaw - yes The next meeting was scheduled for January 11, 2022 at 9:00A.M. The meeting adjourned at 11:11 A.M. Beverly Outlaw, Secretary ______________________________ Beverly Outlaw Secretary, Suffolk Electoral Board