Electoral Board Meeting Packets

CITY OF SUFFOLK ELECTORAL BOARD MINUTES OCTOBER 8, 2019 _______________________________________________________ CALL TO ORDER: Erin Rice, Chairman, called to order the meeting of the City of Suffolk Electoral Board, at 8:39 a.m., on Tuesday, October 8, 2019, at the Voter Registration Office, 440 Market Street, First Floor, Suffolk, Virginia. ROLL CALL: The following Board Members were present: Erin Rice, Chairman; Beverly Outlaw, Secretary Others present: Lester Ward, Election Official Advisor; Susan Saunders, Director of Elections and General Registrar. The following guest was present: Thomas Turner. APPROVAL OF MINUTES OF LAST MEETING: Ms. Saunders read the minutes from the September 10, 2019 meeting and Beverly Outlaw moved that the minutes be approved as read and Erin Rice seconded the motion. The motion carried by a vote of 2-0. NEW BUSINESS: Ms. Outlaw discussed the Five-Year Strategic Plan which was emailed to the Electoral Board and General Registrar mailing list. She commented that in January of 2020 the Suffolk Electoral Board will need to prepare their Five-Year Strategic Plan and recommended using Prince William County’s Plan as an example. Ms. Saunders commented that the office had successfully participated in numerous outreach programs throughout the city. They provided absentee ballot applications, voter registration applications and were able to take photographs of registered voters upon request. The site visits included independent and assisted living facilities. Future visits will include presentations at the North Suffolk and Morgan Memorial Library, as well as the Suffolk Peanut Fest.  -2- Ms. Saunders advised the Board that they have acquired three new tablets to be used in lieu of laptop computers on outreach programs. The life expectancy of the outreach laptop computers currently in the possession of the Voter Registration Department will be expiring at the end of 2019 and the new Dell tablets were highly recommended by the Suffolk IT Department. The new tablets will be much more mobile making for easy transporting to various locations and have touch screen capability and a keyboard making them user friendly. Ms. Saunders reminded the Board that the Chief and Assistant Chief training will be held on Monday, October 28, 2019, at 6:30 p.m. in the City Council Chambers. She will have their Election Day travel bags available for them at that time. Ms. Saunders distributed the precinct list to Ms. Rice, Ms. Outlaw and Mr. Ward in order for them to determine which boroughs they would visit on Election Day. The list includes: Ms. Rice: Holy Neck Borough and Suffolk Borough Mr. Banks: Whaleyville Borough Ms. Outlaw: Sleepy Hole Borough and Nansemond Borough Mr. Ward: Chuckatuck Borough and Cypress Borough OLD BUSINESS: Ms. Saunders presented to the Board the prepared “Attachment A, A.6 Access Management Voting Systems Security”. Ms. Rice questioned whether Mr. Carter said to have two staff members or two electoral members sign the seals. Ms. Outlaw moved that Ms. Saunders contact Mr. Carter to clarify and if the Attachment needed to be changed then the Board will redraw the plan at their next meeting. The motion was seconded by Ms. Rice. In accord with the Code of Virginia Section 2.2-3711, Ms. Outlaw moved that the Electoral Board for the City of Suffolk, Virginia, convene in closed session in order to discuss personnel matters regarding a salary increase for Susan Saunders, Director of Elections and General Registrar for the City of Suffolk. The motion was seconded by Ms. Rice. The Board reconvened and Ms. Outlaw stated that the only matter discussed during closed session was regarding the Board’s intent to provide Ms. Saunders additional salary compensation.  -3- ADJOURNMENT: There being no further business, this meeting was adjourned at 9:50 a.m. The next Board meeting will be held on Tuesday, November 5, 2019. The time of the meeting will follow lunch and will be held in the Voter Registration Office. ________________________________ Erin Rice, Chairman ________________________________ Beverly Outlaw, Secretary