Election Commission

ELECTION DEPARTMENT MEETING MINUTES Date and Time: Tuesday, April 27, 2021, 5:00 PM Place: City Hall, 15 Summer Street 3rd Floor Conference Room Attendees:  Dan Barbour  Carol Welch  Frank Biedak  Pamela Menconi The meeting was called to order at 4:59 PM. A motion was made by Commissioner Welch and seconded by Commissioner Biedak to accept the minutes of the meeting dated March 16, 2021. So voted unanimously with the notation acknowledging the correct spelling of former Commission member Elizabeth Pottier’s surname. Commissioner Barbour requested a letter of appreciation be composed and sent to former Commission member Elizabeth Pottier, thanking her for her years of service on the board and acknowledging deep regret of her resignation. Said letter to be cc’d to the Mayor’s office and the City Council. A motion was made by Commissioner Welch and seconded by Commissioner Biedak. So voted unanimously. Introduction of Election Director Pamela Menconi Pamela Menconi introduced herself to the Commission Members. Ms. Menconi shared that she comes to the City of Taunton with 11 years of hands on experience in municipal government and elections specifically, and expressed enthusiasm for the position and looks forward to working with the Commission. Introduction of Election Commission Member Frank Biedak New Commission member Frank Biedak was introduced. Mr. Biedak is a returning member to the Commission as he had previously served on the Board of Registrars. Mr. Biedak offered that he is a life-long resident of Taunton as well as a local Taunton business owner and expressed enthusiasm for the role as well. Discussion and action: new chairman A discussion ensued relative to the appointment of a new chairman to the Commission and possibly holding off on such until the 4th member of the Commission is appointed. All parties agreed, and a motion was made by Commissioner Welch and seconded by Commissioner Biedak to table the item and put on the next meeting agenda. So voted unanimously. Discussion then ensued as to whether or not it is a requirement of the Commission that a secretary be appointed. Ms. Menconi will look into whether or not a secretary on the commission is a mandatory requirement or if it is at the discretion of the Commission. Conversation was made relative to what the standard duties, responsibilities and role of the Commission are. A discussion ensued and Ms. Menconi will obtain a copy of the recent ordinance, and seek further information from the proper sources if supplemental information is necessary. Update from Director on office transition An update was given by the Director on the restructuring of the office and the overall transition. All three clerical vacancies in the office have been filled. A discussion ensued relative to the transition of duties that have historically been handled by the City Clerk’s office that will now be handled by the Election Department. Ms. Menconi shared that she has had an initial meeting and some discussions with the City Clerk, with more meetings scheduled, to review the transition process. Additional meetings with various departments that are involved with the election process have occurred or are scheduled for future dates. Vault storage was discussed in depth and Commissioner Barbour suggested communication be sent to the City Clerk asking for clarity on past standard procedures for the storage of precast ballots and cast ballots post-election. It was also asked for clarity on what dedicated vault and storage space the Election Department is able to utilize moving forward. A motion was made by Commissioner Welch and seconded by Commissioner Biedak. So voted unanimously. Discussion: voter registration sessions to be conducted within high schools A discussion ensued relative to conducting voter registration sessions at local high schools to encourage voter participation among students who are eligible. Establishing a uniform procedure and time periods for conducting such was discussed, as well as methods of initiating community outreach for the purpose of introducing the new structure of the Election Department. It was agreed to revisit the discussion at a time when the 4 th member of the Commission is appointed. Review Vouchers A motion was made Commissioner Biedak and seconded by Commissioner Welch to approve all vouchers. So voted, with Commissioner Biedak abstaining. Political Party changes The Commissioners were informed of the elimination of the Libertarian and Green Rainbow political parties, and the addition of the “Workers Party” political designation. Administrative duties None Old Business: 2021 Census and Election Calendar The Commission members were advised that the 2021 Census is current with all census forms returned to date, and that the Election Calendar previously submitted has been approved by the City Council. Next meeting- May 18, 2021 at 5:00 pm. Meeting adjourned at 6:04. Respectfully submitted, Pamela J. Menconi, Director