Electoral Board Meeting Packets

CITY OF SUFFOLK ELECTORAL BOARD MINUTES MAY 5, 2020 _______________________________________________________ CALL TO ORDER: Erin Rice, Chairman, called to order the telephone conference call meeting of the City of Suffolk Electoral Board at 9:06 a.m., on Tuesday, May 5, 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 in attendance on the conference call: Erin Rice, James Banks, Beverly Outlaw, Lester Ward, Susan Saunders and Charlie Harcum. APPROVAL OF MINUTES OF LAST MEETING: Ms. Saunders read the minutes from the March 4, 2020 canvassing of the election and the Friday, March 6, 2020, continuation of provisional ballots meeting. Ms. Rice moved that the minutes be approved as read and Ms. Outlaw seconded the motion. The motion carried by a vote of 3-0. OLD BUSINESS: Ms. Outlaw read a letter she sent to Representative Clinton Jenkins and Sharon Eaton, the Chairperson of the local Democratic Party, explaining that she and James Banks will be the people of contact regarding updated information relayed to the local Democratic Party Committee. Ms. Rice conveyed that she will advise the local Republican Party Committee of up-dated issues as well. Ms. Outlaw advised that as a result of the coronavirus, it was determined by the political parties that they will not have poll watchers present at the precincts on election day, June 23, 2020. It was also discussed and determined that Ms. Outlaw would not be involved in the precinct visits on election day. She would be accessible by telephone, text and email. She also suggested that for the election night call-in numbers, Ms. Saunders and Ms. Lawrence be the recipients of that information and be responsible for relaying the data to the Department of Elections. Ms. Saunders advised that the Department of Elections would supply all localities with personal protective equipment for use at the Primary Election, which would include: masks, face shields, gloves, disinfectant spray, disinfectant wipes, hand sanitizer and folders (to be used to place ballots in). They are also urging all voters to vote by mail in an effort to keep voters and election officials safe from Covid-19.  -2- Ms. Outlaw moved that the Board revisit provisional vote plans for November at a later Board meeting. Mr. Banks seconded the motion and the vote carried by 3-0. Ms. Saunders reported that “No Excuse/Early Voting” will begin on July 1, 2020. The Department of Elections will provide information on procedures, forms, laws and requirements as soon as they develop. The office has been renovated to allow for easy and efficient access for the voter. Ms. Outlaw inquired as to the State’s participation in encouraging State employees to work as officers of election. Ms. Saunders replied that the Department of Elections has supplied several names of state employees who would like to work and that she would be in touch with them to inquire as to their availability for the June 23 Primary. COMMENTS FROM THE BOARD: Ms. Outlaw inquired as to the telephone number that should be used to request an absentee ballot. Ms. Saunders replied that it was the office main telephone number, 757-514-7750. COMMENTS FROM THE REGISTRAR: Ms. Saunders shared with the Board the Proposed FY2020/2021 Operating & Capital Budget and will keep them up-to-date on whether it will be approved as submitted. Ms. Saunders encouraged the Board members to please educate their respective party committees on the matters on the ballots. There are two elections on June 23, 2020 in the City of Suffolk. The Democrats will be holding an election in the 4th Congressional District for House of Representative, the Republicans will be holding an election in the 3rd Congressional District for House of Representatives and the Republicans will be holding a statewide election for U. S. Senate. Also, please promote all voters to vote by mail in order to keep themselves and others safe. ADJOURNMENT: There being no further business, this meeting was adjourned at 10:17 a.m. The next Electoral Board meeting will be held by telephone conference on Tuesday, June 2, 2020, at 9:00 a.m. ________________________________ Erin Rice, Chairman ________________________________ James Banks, Vice Chairman ________________________________ Beverly Outlaw, Secretary