Electoral Board Meeting Packets

CITY OF SUFFOLK ELECTORAL BOARD MINUTES SPECIAL CALLED MEETING FEBRUARY Lz.r zozl- CALL TO ORDER: Erin Rice, Chairman, called to order the telephone conference call meeting of the City of Suffolk Electoral Board at 10:45 a.m., on Friday, February 12,2o2L. 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, Susan Saunders and Charlie Harcum. APPROVAL OF MINUTES OF I-AST MEETING: The reading of the minutes was waived and will be read at the next Electoral Board Meeting, which will bel held on Tuesday, March 2,2ozl OLD BUSINESS: Ms. Outlaw inquired of Ms. Saunders about the zozrf zozz Fiscal Year Budget meeting. Ms. Saunders explained that during her presentation to the City Manager and panel that the Electoral Board may choose to implement one/two satellite offices, as well as one/two ballot drop boxes. This would require additional funds in the department's account for the addition of voting machines, privacy booths, salaries for election officials and supplies in order to receive voters and conduct in-person absentee voting for up to 45 days prior to an election. As well, funds would be needed to purchase ballot drop boxes. I explained to the panel that the Electoral Board had not made a determination of whether to have the satellite locations available as of yet, but that they may decide at a future date this fiscal year and would require the additional funds at that time. Ms. Outlaw commented that she attended a meeting of the Democratic Committee and it was determined that they would hold a primary election as their method of nomination of their candidate in the November 2,2o2lGeneral Election. Ms. Outlaw commented that the Department of Elections' next scheduled training on the Statewide Risk Limiting Audit will be held on Tuesday, February 16,2o2t, at 1o:oo a.m. She recommended that the staffat the Voter Registration Office handle the preparations and conduct the audit and that the members of the political parties be  -2- invited. When the date and time are selected, Ms. Saunders will notify the political chairs so they will be able to attend the audit. Ms. Outlaw moved that the Electoral Board for the City of Suffolk, Virginia convene in closed session pursuant to Section z4.z-659(8) of the Code of Virginia for the purpose of discussing matters concerning election officers during the November 3, 2o2o General Election. Rev. Baker 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, zo2o General E1ection, as directed by Section z4.z-6S8(8) of the Code of Virginia, and as identified in the motion to close the meeting pursuant to the Virginia Freedom of Information Act. Ms. Outlaw made a motion that (r) regarding a resolution of the personnel issues of the officers of election that they be delayed and that (z) issues regarding the review of the officers of election at the precinct be delayed until resolution of the previous issue. Rev. Baker seconded the motion. Ms. Rice asked for a vote from the Electoral Board members: Ms. Outlaw: Yea Rev. Baker: Yea Ms. Rice: Yea The motion carried by a vote of 3-o. ADJOURMENT: There being no further business, this meeting was adjourned at 11:85 a.m. The next Electoral Board meeting will be held on Tuesday, March z,2o2t, at 9:oo a.m. via a telephone conference call. Erin Rice, Chairman Rev. Isaac Baker, Vice Chairman Beverly Outlaw, Secretary