Electoral Board Meeting Agenda

# Office of General Registrar & Electoral Board 440 Market Street: [.irst Floor Burdette J. La*'rence, General Registrar P.O. Box 1966 Suffotk, Virginia 23434 Electoral Board Mcntbe ni Jim Oaks, Chairman Suffolk, Virginia 23439-1966 Brent Rowlands, V ice-Chairman Telephone: (7 37) Sl4-7 7 50 Isaac Baker, Secretary Fax: (757J 514-7759 blas rencelr)suffo I kva.us MINUTES OF THE CITY OF SUFFOLK ELECTORAL BOARD MEETING April 16,2024 MEBTING ATTENDEES: Jim Oaks Chairman, Brent Rowlands Vice-Chairman, Isaac Baker Secretary, Les Ward Officer Liaison, Burdette Lawrence General Registrar, Police Chief Buie, Police Captain Harrison, Edward Roettger, and Joseph Ramsey, Jr. The Suffolk Electoral Board meeting was held at the Voter Registration Office located at 440 Market Street, Suffolk and was called to order by Chairman Jim Oaks at 9:00 a.m. Secretary Baker moved that the Board convene in closed session to discuss a personnel matter pursuant to the exemption in the Code of Virginia 52.2-371l. Upon appropriate second by Vice-Chairman Rowlands, the motion was carried unanimously. The Board convened in closed session at 9:01 a.m. At 9:11a.m., Secretary Baker certified that while in closed session, the Board discussed only the personnel matter as designated in the Code of Virginia $2.2- 371 I . The Board went into open session. Chairman Oaks noted a correction that needed to be made to the January 9,2024 Board minutes. Those minutes will be approved once the correction is completed. Chairman Oaks reviewed incident reports from the March 5th Presidential Primary Election. All incidents reported were minor. He also noted improvement in the way the election officials were completing their paperwork. The condition of the White March Precinct was discussed. The Board directed Mrs. Lawrence to contact the custodian of that facility and find out if it will have adequate running water and airlheat as needed for the upcoming June Primary. The Board also discussed the Lakeside Precinct facility that is being sold. Chairman Oaks reached out to the Elks Lodge as a viable option but will wait for communication from the City before engaging them in further discussions regarding their building's use. Mrs. Lawrence and Deputy Registrar Cameron Butler attended a Campaign Finance Seminar that was held by the City of Poftsmouth's Registration office. Tammy Alexander with the Department of Elections was the facilitator. Ms. Lawrence reported that the seminar explained in detail the COMET Finance Reporting System which was very informative and helpful both to staff and candidates. Clarification was also given highlighting the inability of a registrar's office to offset or dismiss any campaign finance fines. Mrs. Lawrence reported on the March 21,2024 ELECT Voter Placement Audit. The audit identified ten ( l0) voters in the incorrect precinct. These voters were moved to their correct precincts and a letter of explanation was sent along with a new information notice. Vice-Chairman Rowlands suggested that the office contact the voters by phone to make sure they are truly aware of their precinct change. Registrar Lawrence agreed to contact the voters by phone. Mrs. Lawrence reported on the reimbursement of the 2024 March Presidential Primary cost to the city. Mrs. Lawrence, Assistant Director of finance Wendy Warfel, and Payroll Manager Valerie Deitz, worked together and completed the paperwork for the reimbursement before the April 5th deadline. Many thanks to the Finance Department for their assistance. Chairman Oaks discussed the plan for canvass for the June 18th Dual Primary. ELECT has given localities the option to close for the June 19th Juneteenth Hotiday but did not extend repofting deadlines for localities. Chairman Oaks suggested that our locality continue with the regularly scheduled canvass on June 19th. In light of the reporting deadline remaining unchanged, Chairman Oaks made a motion that the following schedule be followed for the June 18th Dual Primary Canvass: Wednesday June 19th - Thursday June 20th Canvass review of precinct tapes & SORs Friday June 21't - Canvass of Provisional and Late ballot tapes & SORs Saturday lune 22nd - We will receive ELECT's Same Day Registration Report Monday June 23'd Canvass of SDR Provisionals, Turn-out numbers, and Abstract completion. Vice-Chairman Rowlands seconded the motion. The motion was carried unanimously. Secretary Baker moved that the Board convene in closed session to discuss our Local Election Security Standard (LESS) Report with our [. T. Department's Senior Cybersecurity Administrator, Joshua Cox, pursuant to the exemption in the Code of Virginia $2.2-3711. Upon appropriate second by Vice-Chairman Rowlands, the motion was carried unanimously. The Board convened in closed session at 10:05 a.m. At l0:57 a.m., Secretary Baker certified that while in closed session, the Board discussed only the LESS report with Joshua Cox as designated in the Code of Virginia 92.2-371l. The Board returned to open session for adj ournment. The meeting was adjoumed at l0:58 a.m. The next board meeting will be held June 19, 2024 at 9:00 a.m. Jim Oaks, Chairrnan t Rowlands, Vice hairman Isaac Baker, Secretary