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Home / About The Board / Press Releases and Board Meeting Notices / Aug 3, 2020 Meeting Minutes

Aug 3, 2020 Meeting Minutes

August 3, 2020

Aug 3, 2020 Meeting Minutes

August 3, 2020

HAMILTON COUNTY BOARD OF ELECTIONS AUGUST 3, 2020 AGENDA

I. Call Meeting to Order at 8:30am

II. Pledge of Allegiance

III. Proper notice given as required under O.R.C. 121.22

IV. Approve: Board Meeting Minutes: July 14, 2020

V. Hearing: Registered Voter Challenges

VI. Approve: August 2020 Special Election Ballot Remakes

VII. Review: August 2020 Special Election Logic and Accuracy Testing

VIII. Declare: Polls Open in the City of Mt. Healthy and Village of St. Bernard at 6:30am Tuesday, August 4, 2020

IX. Approve: November 2020 Presidential Election Ballot and Provisional Envelope Quantities

X. Approve: November 2020 Presidential Election Equipment Allocation

XI. Approve: Personnel Policy Revision Section 6.2

XII. Approve: 2021 Proposed Budget X

III. Update: November 2020 Presidential Election Planning

XIV. Other Business

XV. Stand in Recess

Next Meeting: Reconvene Tuesday, August 4, 2020 at 6:30pm

Special Meeting: Monday, August 17, 2019 at 8:30am

Regular Meeting: Tuesday, September 8, 2020 at 8:30am

 

HAMILTON COUNTY BOARD OF ELECTIONS MEETING HELD AUGUST 3, 2020 at 10:30AM

The meeting of the Hamilton County Board of Elections was called to order at 10:30am by Alex Triantafilou. Present were members Mr. Faux and Mr. Gerhardt. Also present: Director Sherry Poland and Deputy Director Sally Krisel and David Stevenson with the Hamilton County Prosecutor's office. Due to Social Distancing and limited space in the Board Meeting Room, the meeting was live streamed for public viewing.

Mr. Triantafilou explained that Chair McFarlin was unavailable and excused from the meeting today. Mr. Faux made a motion to appoint Mr. Triantafilou temporary chair; Mr. Gerhardt seconded. The motion passed unanimously.

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

I. APPROVE: BOARD MEETING MINUTES: JULY 14, 2020

Mr. Faux expressed concern with the second sentence of the last paragraph of page 3 of the draft of the minutes as presented for approval. After discussion it was agreed to replace the second sentence of the last paragraph of page 3 of the draft of the minutes to read "Mr. Gerhardt suggested that the Board is currently bound by Secretary of State Directive".

Mr. Faux made a motion to accept the revised language of the draft of the minutes; Mr. Triantafilou seconded. The motion passed unanimously.

Mr. Faux made a motion to approve the Board Meeting Minutes for July 14, 2020 as revised; Mr. Gerhardt seconded. The motion passed unanimously.

II. HEARING: REGISTERED VOTER CHALLENGES

The Board was advised of Registered Voter Challenges filed by Mr. Joseph Janus Jr. The first set of challenges were regarding two voters, filed July 20, 2020. The Board was advised that letters were sent to each voter along with a copy of the challenge and registration forms to update their address. Staff has received no response to this mailing and the mail has yet to be returned undeliverable.

Mr. Janus was sworn and provided testimony with respect to this challenge.

Mr. Faux made a motion to challenge these 2 voters should they attempt to vote from the address set forth on the challenge; Mr. Gerhardt seconded. The motion passed unanimously.

The second set of challenges were regarding three voters, filed July 22, 2020. The Board was advised that each of these voters has submitted a change of address form to update their address to Clermont County and confirmation has been received from the Clermont County Board of Elections. Mr. Janus indicated his desire to withdraw the three challenges. No further action was required by the Board.

III. APPROVE: AUGUST 2020 SPECIAL ELECTION BALLOT REMAKES

The Board was advised that there were no Ballot remakes at this time.

IV. REVIEW: AUGUST 2020 SPECIAL ELECTION LOGIC AND ACCURACY TESTING

The Board was advised of the results of the Logic and Accuracy Testing conducted by bipartisan teams; the results were accurate. No further action was required by the Board.

V. DECLARE: POLLS OPEN IN THE CITY OF MT. HEALTHY AND VILLAGE OF ST. BERNARD AT 6:30AM TUESDAY, AUGUST 4, 2020

Mr. Faux made a motion to Declare the Polls open in the City of Mt. Healthy and the Village of St. Bernard at 6:30am on Tuesday, August 4, 2020; Mr. Gerhardt seconded. The motion passed unanimously.

VI. APPROVE: BALLOT AND PROVISIONAL ENVELOPE QUANTITES FORTHE NOVEMBER 3, 2020 PRESIDENTIAL ELECTION

Mr. Faux made a motion to approve the Ballot and Provisional Envelope Quantities for the November 3, 2020 Presidential Election; Mr. Gerhardt seconded. The motion passed unanimously.

VII. APPROVE: EQUIPMENT ALLOCATION FOR THE NOVEMBER 3, 2020 PRESIDENTIAL ELECTION

Mr. Faux made a motion to approve the Equipment Allocation for the November 3, 2020 Presidential Election; Mr. Gerhardt seconded. The motion passed unanimously.

VIII. APPROVE: PERSONNEL POLICY REVISION SECTION 6.2

The Board reviewed the Staff recommendation to revise the Personnel Policy Section 6.2( c) to conform to the Board's policy regarding seasonal employees.

Mr. Faux made a motion to adopt the recommendation; Mr. Gerhardt seconded. The motion passed unanimously.

IX. APPROVE: 2021 PROPOSED BUDGET

The Board reviewed the 2021 Proposed Budget request; they were advised that the Fiscal Officer, together with the Director and Deputy Director will continue to work with the County budget analyst to adjust as needed.

Mr. Faux made a motion to adopt the 2021 Proposed budget; Mr. Gerhardt seconded. The motion passed unanimously.

X. NOVEMBER 2020 PRESIDENTIAL ELECTION PLANNING

The Board was advised that planning for the November 2020 Presidential Election continues. Ms. Poland updated the Board on several items:

1. Drop Box research: Per the Board instructions, Staff obtained quotes from 4 different manufacturers regarding the purchase of 4 additional drop boxes. The Board is in receipt of an email from Amanda Grandjean, Ohio Secretary of State Director of Elections, dated Monday, July 20th wherein she advises Boards of Elections that, with regard to the legal status of drop boxes, Secretary of State LaRose has asked for a formal Attorney General Opinion to provide clarity on this matter. Ms. Grandjean states that Boards of Elections should take no action with regard to removing the current drop box in place at the Board of Elections or placing additional drop boxes elsewhere until the Opinion from the Ohio Attorney General is received. A copy of the request for the formal opinion was provided to the Board.

A discussion regarding the extent of research conducted thus far ensued.

2. Staff is finalizing plans for the Early Vote Center which will be located on the Board of Elections campus, at the Building next door. The layout for the space is complete, taking into consideration the 6-foot social distancing standards and 30 voter check-in stations are planned; comparatively, the current space, considering social distancing, would have been reduced to 12.

3. An update was provided to the Board regarding by mail voting: over 13,000 absentee applications for the November election have been received; processing is ongoing. The Board is under contract with our print vendor, MCR, to not only print our precinct ballots but also to print and assemble the absentee packets. This same process was utilized during the extended primary election and enabled a 24-hour turnaround time from the day the application was received to the day the absentee ballot package was placed in the mail.

4. Additional seasonal staff is actively being recruited with approximately 75%of positions already filled.

5. Precinct Election officials are actively being recruited with approximately 48% of positions already filled. The Board was updated on additional recruitment efforts that are being implemented.

6. The Board is in receipt of two Directives that provide some funding for conducting the Presidential Election: the CARES Act and HA VA Grant Funding. Staff intends to use the funds to approve accessibility to voting and some security points; Staff is also developing our needs and seeking quotes for PPE for early voting and Election Day staff.

7. The Board was provided an update on voter registrations.

XI. OTHER BUSINESS

Kenny Henning, Regional Liaison for Ohio Secretary of State Frank LaRose addressed and responded to questions from the Board.

There being no further business to come before the Board, Mr. Faux made a motion to stand in recess; Mr. Gerhardt seconded. The motion passed unanimously.

HAMILTON COUNTY BOARD OF ELECTIONS MEETING HELD AUGUST 4, 2020 at 6:30PM

The meeting of the Hamilton County Board of Elections was reconvened at 6:30pm by acting chair, Alex Triantafilou. Present were members Mr. Faux and Mr. Gerhardt. Also present: Director Sherry Poland and Deputy Director Sally Krisel and David Stevenson with the Hamilton County Prosecutor's office. Due to Social Distancing and limited space in the Board Meeting Room, the meeting was live streamed for public viewing.

Mr. Triantafilou explained that Chair McFarlin remained unavailable for the meeting and was excused.

Mr. Faux made a motion to come out of Recess; Mr. Gerhardt seconded. The motion passed unanimously.

I. APPROVE: AUGUST 2020 SPECIAL ELECTION BALLOT REMAKES

Remakes: Damaged A1

Mr. Faux made a motion to approve the ballot as remade; Mr. Gerhardt seconded. The motion passed unanimously.

II. DECLARE: POLLS CLOSED IN THE CITY OF MT. HEALTHY AND VILLAGE OF ST. BERNARD AT 7:30PM TUESDAY, AUGUST 4, 2020

Mr. Faux made a motion to Declare the Polls closed in the City of Mt. Healthy and the Village of St. Bernard at 7:30pm on Tuesday, August 4, 2020; Mr. Gerhardt seconded. The motion passed unanimously.

III. OTHER BUSINESS

The Board was advised that this Election produced a low turnout - approximately 10%. It is expected the results should be available at around 9:30pm.

There being no further business to come before the Board, Mr. Gerhardt made a motion to stand in recess; Mr. Faux seconded. The motion passed unanimously.

APPROVED DATE: August 17, 2020

ACTING CHAIR: Alex M. Triantafilou

DIRECTOR: Sherry L. Poland