January 14, 2025 Board Meeting Minutes

HAMILTON COUNTY BOARD OF ELECTIONS
MEETING HELD
JANUARY 14, 2025 AT 8:30AM

The meeting of the Hamilton County Board of Elections was called to order at 8:30am. Present were members Ms. McFarlin, Mr. Triantafilou, Mr. Gerhardt and Mr. Mallory. Also present: Director Sherry Poland and Deputy Director Alex Linser and Dave Stevenson from the Hamilton County Prosecutor’s Office.

It was noted that proper notice was duly provided as required by O.R.C. 121.22. The meeting opened with the Pledge of Allegiance.

I. APPROVE: BOARD MEETING MINUTES: DECEMBER 10, 2024

Mr. Mallory noted a suggested revision to the Board Meeting minutes as presented; Ms. McFarlin concurred. Mr. Mallory made a motion to approve the Board meeting minutes as amended for December 10, 2024; Mr. Gerhardt seconded. The motion passed unanimously.

II. DISCUSSION: 2024 PRESIDENTIAL ELECTION ANOMALY REPORT

The Board reviewed the updated spreadsheet entitled 2024 Presidential Anomaly Report listing 62 voters. Ms. Poland reported that 52 of these voters cast two ballots in the election; only one of which was counted. Staff investigated by attempting to contact the voters to determine the reasons for voting twice and were provided reasonable explanations including postage issues or inability to track their absentee ballot on the website, all of which is detailed on the spreadsheet.

The Board was advised that Staff wanted to bring two voters to the Board’s attention:

Voter #42, page 6: Voter was previously registered to vote in Hamilton County and then registered to vote in Franklin County in April, 2024, thereby cancelling her record here and merging their record to Franklin County. The Voter appeared in Hamilton County on October 21st at Early Vote Center and was provided a Provisional Ballot due to not being registered in Hamilton County. On Election Day, the voter appeared at her assigned polling place in Franklin County and cast a regular ballot, which was counted; the Provisional ballot cast in Hamilton County was not counted. The Voter was contacted and provided an explanation stating her surprise at no longer being registered in Hamilton County and assurance by Franklin County that the Provisional ballot would not be counted.
Voter 48 page 7: Voter requested an Absentee Ballot by mail using a confined voter application. The Ballot was mailed to the voter’s home address. The voter contacted Staff stating he had not received his ballot as he was incarcerated in the Butler County jail (voter was still eligible to vote). Staff followed procedure for voting incarcerated voters and issued a ballot to the voter at the Butler County jail. Both the original ballot sent to the voter’s home address and the ballot issued to the Butler County jail were returned; only one counted.

Ms. Poland reported that Staff was unable to contact 23 voters on the list due to incomplete contact information and sent letters to same. A response was received from 2 of those voters leaving 21 remaining with no response. It was suggested that a further contact attempt is made via certified mail.

Mr. Triantafilou made a motion to refer the matter of the two voters to the Ohio Secretary of State Public Integrity Division and the Hamilton County Prosecutor’s Office for further investigation; Mr. Mallory seconded. The motion passed unanimously.

III. APPROVE: 2025 PRIMARY/SPECIAL ELECTION BALLOT AND PROVISIONAL ENVELOPE QUANTITIES

Ms. Poland advised the Board that, at this time, there will be statewide election for a bond issue so the allocation reflects this; adjustments will be made if additional contests are on the ballot.

Mr. Triantafilou made a motion to approve the 2025 Primary/Special Election Ballot and Provisional Envelope Quantities; Mr. Mallory seconded. The motion passed unanimously.

IV. APPROVE: 2025 PRIMARY/SPECIAL ELECTION EQUIPMENT ALLOCATION

Mr. Triantafilou made a motion to approve the 2025 Primary/Special Election Equipment Allocation; Mr. Mallory seconded. The motion passed unanimously.

V. PERSONNEL MATTER: APPROVE: SALARY ADJUSTMENTS

Ms. Poland reported that the Hamilton County Board of County Commissioners have allocated a 3% Cost of Living adjustment to full-time employees in our 2025 budget; Staff is recommending a 3% adjustment to full-time employees, retroactive to the first pay period of 2025.

Mr. Mallory made a motion to approve the recommended 3% adjustment; Mr. Triantafilou seconded. The motion passed unanimously.

VI. OTHER BUSINESS

Ms. Poland recalled to the Board the situation that occurred on Election Day, November 5, 2024 in which a polling location, the Church of the Redeemer, was evacuated due to a suspicious package that was left outside of the polling location. In order not to delay voting while an investigation was conducted, the decision was made to relocate to a nearby polling location. Although an “all clear” was received, it was decided to continue voting at the new location to avoid further disruption. The poll workers are to be commended for their excellence in managing this situation and are to be honored for their service. Ms. McFarlin read a proclamation recognizing the poll workers on behalf of the Board of Elections; Kenny Henning read a proclamation on behalf of the Ohio Secretary of State and Ms. Poland and Mr. Linser awarded each poll worker with the “Election Hero” pin.

Ms. Poland provided a brief update with respect to the status of the Black Fork Strategy investigation referral previously made to the Secretary of State Public Integrity Division and the Hamilton County Prosecutor: one of the investigations is closed; two are ongoing.

Ms. McFarlin allowed for public comment. Nancy Strzelecki addressed the Board to provide an update as to the previous challenges made by her group, Ohio Election Integrity Network.

There being no further business to come before the Board, Mr. Triantafilou made a motion to adjourn; Mr. Mallory seconded. The motion passed unanimously.

APPROVED: FEBRUARY 11, 2025

CHAIR: GWEN MCFARLIN

DIRECTOR: SHERRY L. POLAND