Electoral Board Meeting Packets

CITY OF SUFFOLK ELECTORAL BOARD MINUTES FEBRUARY 2,2o2L CALL TO ORDER: Erin Rice, Chairman, called to order the telephone conference call meeting of the City of Suffolk Electoral Board at 9:or a.m., on Tuesday, February 2,2o2t. 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-rg virus and under the guidelines presented by Governor Northam. ROLL CALL: The following persons were in attendance on the conference call: Erin Rice, Isaac Baker, Beverly Outlaw, Lester Ward, Susan Saunders, Charlie Harcum, James Banks and Miller Cary. APPROVAL OF MINUTES OF I-AST MEETING: Ms. Saunders read the minutes from the January S,2o2r meeting and Ms. Outlaw moved that the minutes be approved as read and Isaac Baker seconded the motion. The motion carried by a vote of 3-o. OLD BUSINESS: Ms. Rice inquired as to the site used to post the Electoral Board minutes, stating that they were not easily accessed. Ms. Saunders replied that she would contact the Information Technology Department in order to address the matter. Ms. Banks reported that he had not heard back from Mr. Donald Worrell, who represents the Holland Community House, regarding the usage of the facility for voting purposes. Mr. Banks will advise Ms. Saunders of his conversation with Mr. Worrell as soon as he contacts him. Ms. Rice requested that Ms. Saunders supply the Board with the capacity number allowed in the City Council Chambers for the training presented by Ms. Tammy Alexander of the Department of Elections. This training is scheduled for April 19,2o2t at 3:oo p.m. and 6:oo p.m. Ms. Outlaw commented on the possible FOIA request that the Department of Elections presented to the localities. She advised that the Board would respond in the appropriate manner in accordance with the guidelines set forth and made a motion that no additional standards needed to be addressed. Rev. Isaac Baker seconded the motion and the vote carried by a vote of3-o.  -2- Ms. Rice reported that the Salvation Army Building had a conflict on November 3, zo2o, as far as offering distribution of food on the same day as the Election. This is something that needs to be addressed and ascertained prior to future Elections. Ms. Saunders replied that she would contact the Salvation Army in regard to the dates of food distributions. NEW BUSINESS: Ms. Rice commented on the issue presented by the General Assembly that the Registrars' Offices would possibly be open on Sundays prior to elections. She advised that this should be taken into consideration while figuring the FY 2o2tf 2o2z Budget. It should also include costs of satellite offices and ballot drop boxes. Ms. Saunders replied that she will include the operating costs in the proposed budget. Ms. Rice stated the need to keep track of the redistricting information and how that would possibly affect the June zozr Primary. Ms. Outlaw moved that the Electoral Board for the City of Suffolk, Virginia convene in closed session pursuant to Section z4.z-653(8) of the Code of Virginia for the purpose of discussing matters concerning election officers during the November 3, 2o2o General Election. Ms. Erin Rice seconded the motion and it was approved by a vote of 3-o. Ms. Outlaw moved that the Electoral Board for the City of Suffolk, Virginia, certify that the only matters discussed in the closed session just concluded were the matters concerning election officers during the November 3, 2o2o General Election, as directed by Section z+.2-6SS(8) of the Code of Virginia, and as identified in the motion to close the meeting pursuant to the Virginia Freedom of Information Act. The motion was seconded by Isaac Baker. Ms. Outlaw made a motion to open the meeting for adjournment. Ms. Rice seconded the motion and it was carried by a vote of 3-o.  -3- ADJOURMENT: There being no further business, this meeting was adjourned at tt:27 a.m. The next Electoral Board meeting will be held on Tuesday, March 2,2o2t, at 9:oo a.m. via a telephone conference call. Erin Rice, Chairman Rev. Isaac Baker, Vice Chairman Beverly Outlaw, Secretary