Electoral Board Meeting Packets

CITY OF SUFFOLK ELECTORAL BOARD MINUTES FEBRUARY12,2otg CALLTOORDER: l,es Ward, Chairman, called to order the meeting of the City of Suffolk Electoral Board, at 9:oo a.m., on Tuesday, February t2,zotg, at the Voter Registration Office, 44o Market Street, First Floor, Suffolk, Virginia. ROLLCALL: The follouing persons \\.ere present: Les Ward, James Banks, Beverly Outlaw, Susan Saunders, Donald Goldberg, Thelma Hinton, Rev. Stephon Johnson, Douglas Wiggins, Lydia Bailey, Stephanie Odom, Ion Grovesteen, l,averne Davis and Michelle Joyce. APPROVAL OF MINUTES OF I.AST MEETING: Ms. Saunders read the minutes from the November 7, 2018 meeting and Beverly Outlaw moved that the minutes be approved as read and James Banks seconded the motion. ORGANIZATION: Ms. Outlaw made a motion to suspend the reorganization of the Board until the end of this meeting, allowing the attendees to make their presentations to the Board in a timelv manner. AGENDASPEAI(ERS: Donald Goldberg spoke regarding representatives from the democratic party approaching him in the parking lot ofprecinct polling sites during the November 6, 2o18 General Election. Thelma Hinton spoke regarding the local democratic party's sample ballot and endorsement of candidates, during the November 6, 2018 General Election. Lou Grovesteen spoke regarding the relocation ofthe Pittmantown Precinct from the current location at Corinth Chapel Church of Christ, 7945 Corinth Chapel Road, to Pleasant Grove Baptist Church, 44Br Butler Drive. Michelle Joyce and Laverne Davis, u'ith the United Citizen Power group, spoke regarding parties at the polls.  -2- OLD BUSINESS: Ms. Outlalv reported that the November 6, zor8 General Election n'as conducted in an efficient manner, with little or no problems. The Board did receive complaints regarding the party representatives from the democratic party approaching voters with literature while the voter was still in their car. Ms. Outlau'will contact the chairperson of the local democratic party regarding this issue. Ms. Saunders advised the Board that she received an email from a representative of HUB-757 offering their facility as a polling site if needed in the future. Mr. Ward advised that correspondence needed to be sent to the Ebenezer Methodist Church regarding their offer of using their facility as a polling place in the future. The correspondence needed to explain that in accord u'ith Section 24.2-309.2 ofthe Code of Virginia, no county, city, or toun shall create, divide, abolish, or consolidate any precincts, or otherwise change the boundaries of any precinct, effective during the period from February 1, 2019, to May r5, 2021. Ms. Saunders will correspond uith the interested parties regarding relocation of polling sites. NEWBUSINESS: Ms. Saunders presented to the Board maps, boundaries and statistics regarding the proposed redrawing of the House of Delegates districts. Ms. Outlaw recommended that the Board keep up with the forthcoming decision of the court. Ms. Outlan,recommended honoring officers of elections'll'ho have sen'ed ten or more years with a luncheon/awards ceremony. Ms. Saunders will check with Deloris Short, the General Registrar of Portsmouth for further information before proceeding. Ms. Outlaw recommended that the Board revisit no-excuse voting, repeal of photo ID requirement, and limits for large campaign contributions to determine at the next Board meeting if these bills have passed. Ms. Saunders presented to the Board the proposed budget for fiscal year 2orgf 20. Ms. Saunders presented to the Board the "Elect Advisory" regarding maintaining digital ballot images for General and Special Elections for a period of tr,r'enty-two (zz) months from the date ofthe Election. She also advised that through an email from Jay Overbey of Atlantic Election Services, Inc., he u'ould be glad to perform the sen'ice of copy'ing these images off the compact flashes. The Board decided, in a vote of 3-o, to have Mr. Overbey perform the sen ice of maintaining the digital ballot images.  -3- Ms. Outlaw made a motion for the Board to adopt the position of Officer of Election Advisor. The purpose is to bring unique knowledge and skills n'hich augment the kno'rvledge and skills of the Electoral Board members. This position u,ould be offered to the outgoing Board member for a period of one year and not to extend beyond three (3) years. Upon completion of the first year served, there will be an option to reneu'for two (z) additional years at the discretion of the Electoral Board. The duties will be prescribed by the Electoral Board. The monthly retainer fee will be in the amount of $r55.oo per month and travel reimbursement will be granted on Election Days. Mr. James Banks seconded the motion. ORGANIZATION: Beverly Outlau'made a motion to nominate the following slate: Erin Rice: Chairman ,Iames Banks: Vice Chairman Beverly Outlaw: Secretary James Banks seconded the motion and the vote carried 3-o. ADJOURNMENT: There being no further business, this meeting was adjourned at 11:45 a.m. The next Board meeting rvill be held on Tuesday, April 2,2otg. \4 q Tft,/a<z Les Ward, Chairman James B , Vice Chairman Bever v S ecretarv