Election Commission

ELECTION DEPARTMENT MEETING MINUTES Date and Time: Tuesday, April 19, 2022, 3:00 PM Place: City Hall, 15 Summer Street 2nd Floor Conference Room Attendees:  Dan Barbour  Frank Biedak  Jason Roomes  Carol Welch  Pamela Menconi  Jeanette Berrios The meeting was called to order at 3:02 PM. The chairman said he would entertain a motion to accept the minutes of the meeting dated March 15, 2022. Commissioner Biedak made a revision on Page 2 of Community Input to read: “Commissioner Biedak stated that he has never heard of any concerns of Voter Id’s and illegal activities”. Commissioner Biedak then inquired if we had received any correspondence asking for information about poll watching activity. The Director stated that no such request had been received. Commissioner Biedak made a motion to accept the amended minutes of March 15, 2022. So voted unanimously. COMMUNITY INPUT None NEW BUSINESS –Marketing strategy for notification of Ward/Precinct changes The Director explained that the Secretary of State’s computer was finally updated with all correct ward and precinct changes due to the Federal Census and that the task at hand was now to notify voters of the changes. A small discussion ensued relative to the legal requirement to notify voters who have had a polling location change within a certain time frame of the next election. The Director stated that while it was her inclination to mail the notifications closer to the next election date, but within the legal guidelines, she wanted to begin advertising the change now through a variety of methods. She stated that she welcomed feedback and strategies from Commission Members. The Director stated that it was a goal of the Department to do more than just what was legally obligated- advertising such a change often and using a variety of methods would maximize outreach and help get the message across to voters to minimize voter frustration and confusion on Election Day. The Director stated that two major condominiums/apartment complexes have a change of precinct/polling location and reaching out to the complexes directly for additional ways to reach out to residents, such as a community newsletter or the ability to post notice on a community bulletin board, was part of the marketing plan. The Director also stated that the Department’s webpage was in the process of being updated to include a listing of the changes, and a complete listing of all Wards and Precincts and Polling locations. A small discussion ensued relative to the new precinct map and sub-precincts that were acquired due to the redistricting. Commissioner Welch made a motion to make the new precinct map and representative listings part of the record. So voted unanimously. Commissioner Biedak proposed sending two mailings to those who have a polling location change, one in the near future and an additional one closer to the September primary. The Director stated that the budget for FY23 had already been submitted and did not include an additional mailing, but would approach the Finance Director for funding this 2nd mailing. Commissioner Biedak made a motion to send two separate notice of changes to those households that have a polling location change, and to contact Riverbend Condos and the complex on Ingell Street to advertise internally of the changes. So voted unanimously. OLD BUSINESS Next Meeting date: May 17, 2022 Meeting adjourned at 3:21 pm Respectfully submitted, Carol Welch, Secretary