March 6, 2023 Board Meeting Minutes
March 6, 2023
March 6, 2023 Board Meeting Minutes
March 6, 2023
HAMILTON COUNTY BOARD OF ELECTIONS
MEETING HELD
March 6, 2023 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, Deputy Director Alex Linser and Charlie Anness 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. BOARD REORGANIZATION PURSUANT TO O.R.C. 121.22
The meeting was called to order with the first order of business the Board Reorganization. The Honorable Judge Bernie Bouchard administered the Oath of Office to Board Members Gwen McFarlin and Charles Gerhardt III. The Hamilton County Clerk of Court Pavan Parikh was present to obtain the newly elected Board members signatures for the Official Record.
Mr. Mallory made a motion to appoint Alex Triantafilou temporary Chair; Mr. Gerhardt seconded. The motion passed unanimously whereupon Mr. Triantafilou proceeded to conduct the meeting.
Mr. Gerhardt made a motion to appoint Sherry Poland Director; Mr. Mallory seconded. The motion passed unanimously with each Board member making positive remarks in favor of this appointment.
Mr. Mallory made a motion to appoint Alex Linser Deputy Director; Mr. Gerhardt seconded. The motion passed unanimously with each Board member making positive remarks in favor of this appointment.
Mr. Gerhardt made a motion to appoint Gwen McFarlin Chair; Mr. Mallory seconded. The motion passed unanimously with positive remarks in favor of this appointment and whereupon Mr. Triantafilou turned the meeting over to Ms. McFarlin.
The Honorable Judge Bernie Bouchard administered the Oath of Office to all Board of Elections Staff including Director Sherry Poland and Deputy Director Alex Linser.
II. APPROVE: BOARD MEETING MINUTES: FEBRUARY 13, 2023
Mr. Triantafilou made a motion to approve the Board Meeting Minutes for February 13, 2023; Mr. Mallory seconded. The motion passed unanimously.
II. APPROVE: NOVEMBER 2022 GENERAL ELECTION PRECINCT ELECTION OFFICIAL PERFORMANCE EVALUATIONS
Ms. Poland reported that the Precinct Election Official Department was in the process of performing the evaluation of the 2022 General Election Precinct Election Officials. The Evaluations of the 85 Polling locations participating in the upcoming May Primary/Special Elections were prioritized. The remaining polling locations will be presented to the Board at their next meeting. The Board reviewed the results of the Evaluations of the 85 locations:
1. 3 PEOS No Rehire/Retired
2. 49 Locations Retrained
3. 36 Locations received a Perfect Score
Ms. Poland described the retraining process for those recommended for retaining.
Mr. Triantafilou made a motion to accept the Staff recommendation on the Evaluations; Mr. Mallory seconded. The motion passed unanimously.
III. APPROVE: HOSTING CLERMONT COUNTY FOREST HILLS SCHOOL DISTRICT VOTERS IN THE MAY 2, 2023 PRIMARY/SPECIAL ELECTION
The Board was advised that in Special Elections, Ohio Law allows a County to request an adjoining County to host their voters. A ballot issue in the Forest Hills Local School District (FHLSD) is being voted in the 2023 May Primary/Special Election. A portion of this District, containing just three voters, is in Clermont County and they have made the request to Hamilton County to host these voters. Staff had a meeting with Clermont County BOE and also received guidance from the Ohio Secretary of State and is recommending Board approval to host the three Clermont County Voters in the Forest Hills Local School District in the 2023 May Primary/Special Election.
Mr. Triantafilou made a motion to approve the Staff recommendation of hosting the FHLSD Clermont County voters in the 2023 May Primary/Special Election; Mr. Mallory seconded. The motion passed unanimously.
IV. RESOLUTION: AUTHORIZING EXECUTION OF EQUIPMENT DELIVERY CONTRACT (RESOLUTION #23-001)
Ms. Poland advised the Board that Staff issued an Invitation to Bid (ITB) for the delivery and pick-up of all Election equipment and supplies to and from the Hamilton County BOE to the various polling location throughout Hamilton County. This is a two-year contract. Two bids were received. Staff evaluated the bids and determined Weil Thoman Moving and Storage Co. to be the lowest and best bidder. Staff is recommending approval of the Resolution to authorize the Director and/or Deputy Director to enter a contract with Weil Thoman Moving and Storage Co.
Mr. Triantafilou made a motion to accept the Staff recommendation and approve Resolution #23-001; Mr. Mallory seconded. The motion passed unanimously.
V. APPROVE: FULL-TIME STAFF APPOINTMENTS
The Board was advised of two full-time staff openings at the Board and recommends the appointments of Michael Harlow to the position of Administrative Associate in the Administration Department and the appointment of Jessica Robinson to the position of Precinct Election Official Recruitment and Training Supervisor in the PEO/PL/ES Department.
Mr. Mallory made a motion to approve the full-time appointments of Michael Harlow and Jessica Robinson; Mr. Triantafilou seconded. The motion passed unanimously.
VI. OTHER BUSINESS
Mr. Mallory questioned the progress of the implementation of the new Voter Registration system; Ms. Poland provided an update and overview.
Kenny Henning, District Liaison for the Ohio Secretary of State’s Office addressed the Board.
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: APRIL 11, 2023
CHAIR: GWEN MCFARLIN
DIRECTOR: SHERRY L. POLAND