Electoral Board Meeting Packets

CITY OF SUFFOLK ELECTORAL BOARD MINUTES EMERGENCY CALLED MEETING AUGUST 23,202I Erin Rice, Chairman, called to order the emergency meeting of the Suffolk Electoral Board on Monday, August 23,2021,at2:10 p.m., in the Voter Registration Office,440 Market Street, First Floor, Suffolk, Virginia, for the purposes of discussing the additional new funds that the General Assembly passed during its most recent session. Ms. Rice requested Ms. Saunders to read the Official ELECT Advisory regarding funding for localities to implement the expansion of early voting. Ms. Outlaw commented thatat the time of the last meeting the Board did not know of the funds that would be available and therefore would not be able to comply with the deadline date of September 3,2021 in order to request said funds. This necessitated the emergency called meeting of today in order to discuss and submit the necessary forms and request for the available funding. Also to be discussed is whether or not the Board would consider and implement Sunday voting and to allow for public comment. The Board is acting as soon as possible considering the deadlines. Ms. Rice inquired if the reimbursement grant would include funds expended on the ballot drop boxes and Ms. Outlaw replied that it was her understanding that they would be included in the grant, but she would check again to make sure. Ms. Rice observed that in order to request the funds, the "Early Vote Expansion and Sunday Vote Grant" form would need to be completed, citing monies required for "Early Voting Expansion" as well as "Sunday Voting". Ms. Outlaw inquired if we would be able to utilize the funds for the ballot drop boxes if they were not in place in time for early voting. Does early voting pertain to the full term of early voting or partial time. Rev. Baker questioned the timeline for requesting the funds, noting that the Board would only have ten days to comply. Ms. Outlaw, inquired if it would be possible to apply for funds and not use them. Ms. Rice commented if we ask for the funds we have to account for how said funds are used. Ms. Outlaw responded we already know that monies are needed for the two ballot drop boxes, surveillance cameras, and funds to pay for personnel to pick up the ballots in the drop boxes and additional costs are likely to be involved in the early voting process. Ms. Outlaw made a motion for the Board to consider to apply for funding through the grant for two additional ballot drop boxes, the personnel required to maintain the boxes and the surveillance equipment necessary to provide security. Isaac Baker seconded the motion and the motion carried by a vote of 3-0. Ms. Outlaw commented that at this time, there is nothing suitable in Suffolk for a satellite location and there is not sufficient time to pursue this option before the November 2, General Election, thus ruling out using the grant monies for that reason. Mr. Ward noted it is a one-time event and that the monies will not be available on a continual basis. The other consideration is using the funds for Sunday voting. Rev. Baker questioned the availability of a remote/satellite location at the North Suffolk Library location and Ms. Rice commented that it was not large enough to accommodate an office and  1 voters. He then questioned the use of the VMASC Building and Ms. Outlaw responded that that was not an option for security reasons. Ms. Outlaw commented that funds would be able to be utilized for Sunday voting. Ms. Rice advised of localities in the areathat will be utilizing Sunday voting and Ms. Outlaw noted that the offices that will be open on one or two Sundays will only be open for a limited number of hours in the afternoon. She would like to see the Suffolk Office open for at least one Sunday and she welcomes public comment on the topic. Ms. Outlaw made a motion to consider for applying for funds to be used for Sunday voting based on the needs expressed in the public comment period. Rev. Baker seconded the motion and carried by a vote of 3-0. Ms. Outlaw requested that a voting machine be made available in order for the Electoral Board's use in counting provisional ballots. Ms. Rice asked if there was clarification on the officers of election vaccine mandate. Ms Saunders replied that there had been no clarification to-date. Ms. Rice announced that it was time for public comment. ADJOURNMENT: There being no further business, this meeting was adjourned at 3:25 p.m. the next Electoral Board meeting will be held on Tuesday, September 14,2027. Erin Rice, Chairman Rev. Isaac Baker, Vice Chairman Beverly Outlaw, Secretary