July 12, 2022 Meeting Minutes

HAMILTON COUNTY BOARD OF ELECTIONS
MEETING HELD
JULY 12, 2022 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 Elections Administrator Jeremy Jimmar on behalf of Deputy Director Alex Linser; David Stevenson with 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 – JUNE 8, 2022; JUNE 27, 2022; JUNE 30, 2022

Mr. Triantafilou made a motion to approve the Board meeting minutes for June 8, 2022; June 27, 2022 and June 30, 2022; Mr. Mallory seconded. The motion passed unanimously.

II. UPDATE: MAY 2022 PRIMARY ELECTION ANOMALY REPORT

The Board was advised that 2 voters remained on the May 3, 2022 Primary Election Voter Anomaly Report. Despite multiple contact attempts by the Director and Deputy Director, there is still no response. Mr. Triantafilou noted that the Board has an obligation to investigate voter anomalies, but that Staff has exhausted their ability to contact the voters for answers.

Mr. Triantafilou made a motion to refer these matters to the Hamilton County Prosecutor’s Office for further investigation; Mr. Mallory seconded. The motion passed unanimously.

III. DISCUSSION: STATE-WIDE PETITION ANOMALY

The Board reviewed the Summary Document with regard to the State-Wide Independent Candidate Petitions submitted to the Ohio Secretary of State by candidate Kelli Prather. The Petitions with Hamilton County signatures were then forwarded to the Hamilton County BOE for verification. The Board was advised that several red flags were raised in the signature verification process. There were 5619 signatures submitted; 4579 were found to be invalid (81% invalid). There were 192 part-petitions submitted; 74 part-petitions had zero valid signatures. Staff spot checked one of the part-petitions with zero valid signatures and found six signatures contained on that part-petition listed an address of 129 E. Clifton Avenue. There are currently no registered voters at that address and there have been no registered voters at that address since 2013. A bipartisan team visited the address location. The Board was provided photographs which revealed the appearance of an abandoned building; there were no doors and the windows were all boarded. Mr. Triantafilou noted the Board’s obligation under the statute as well as Directive to investigate these types of anomalies. The Board was advised that Kelli Prather was the Circulator on all part-petitions. A discussion of next steps ensued.

Mr. Triantafilou made a motion to issue a subpoena to Kelli Prather for her appearance on July 26, 2022 at 8:30am; Mr. Gerhardt seconded. The motion passed unanimously.

IV. APPROVE: AUGUST 2, 2022 PRIMARY ELECTION EQUIPMENT ALLOCATION

Pursuant to Directive, the Board is required to re-review the Equipment Allocation 30 days prior to the Election.

Mr. Mallory made a motion to approve the August 2, 2022 Primary Election Equipment Allocation; Mr. Triantafilou seconded. The motion passed unanimously.

V. APPROVE: AUGUST 2, 2022 PRIMARY ELECTION BALLOT AND PROVISIONAL ENVELOPE QUANTITIES

Pursuant to Directive, the Board is required to re-review the Ballot and Provisional Envelope Quantities 30 days prior to the Election.

Mr. Triantafilou made a motion to approve the August 2, 2022 Primary Election Ballot and Provisional Envelope Quantities; Mr. Mallory seconded. The motion passed unanimously.

VI. APPROVE: 2023 PROPOSED BUDGET

The Board reviewed the Staff recommendation of the 2023 Proposed Budget that is due to the Board of Hamilton County Commissioners by month’s end. The Board was advised of a funding request for two capital projects: the purchase of a new vehicle to replace the current 10-year-old van and an upgrade to the current phone system to replace the current system, implemented in 2012.

Mr. Triantafilou made a motion to Approve the Proposed 2023 Budget; Mr. Mallory seconded. The motion passed unanimously.

VII. APPROVE: FULL-TIME STAFF APPOINTMENT

Ms. Poland advised the Board that Deputy Director Alex Linser is currently serving Jury Duty; Administrator Jeremy Jimmar is sitting in today on his behalf. Mr. Jimmar reported that Staff is recommending the appointment of Crystal Wright to the position of Precinct Election Official Supervisor in the PEO Department.

Mr. Triantafilou made a motion to appoint Crystal Wright to the position of Precinct Election Official Supervisor; Mr. Mallory seconded. The motion passed unanimously.

VIII. APPROVE: ORGANIZATION CHART

Ms. Poland reported that she and Deputy Director Linser have been working with the leadership team at the Board to restructure some of the processes and personnel to better reflect the changes in Election Administration which include increases in early in-person voting and adding another facility for this purpose; advancement in technology; rising needs for cyber security; increased need for public education regarding Election administration; increased on-line voter registration. Ms. Poland described the multiple changes including moving the PEO division from the AV department to a new department to contain poll workers, polling locations and election supplies; moving the print production specialist to the IT department and increasing responsibilities to include IT support; creating a new Community Engagement Division to include a bipartisan team of Communications and Compliance Officials; and renaming the Registration Department to Voter Services. The Board reviewed the updated Organization chart reflecting the Staff recommended changes.

Mr. Triantafilou made a motion to approve the organizational changes and new Organization Chart; Mr. Mallory seconded. The motion passed unanimously.

IX. APPROVE: FULL-TIME STAFF JOB DESCRIPTIONS

Ms. Poland advised the Board that together with the organizational changes, Staff reviewed and updated the full-time staff job descriptions.

Mr. Triantafilou made a motion to approve the Full-time Staff Job Descriptions; Mr. Mallory seconded. The motion passed unanimously.

X. OTHER BUSINESS

Ms. Poland and Mr. Jimmar provided a report on Early Voting. Kenny Henning, District Liaison to the Ohio Secretary of State addressed the Board regarding the Summer Conference.

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: JULY 26, 2022

CHAIR: GWEN MCFARLIN

DIRECTOR: SHERRY L. POLAND