April 22, 2020 Meeting Minutes

HAMILTON COUNTY BOARD OF ELECTIONS APRIL 22, 2020 AGENDA

I. Call Meeting to Order at 10:30am

II. Pledge of Allegiance

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

IV. Approve Board Meeting Minutes: April 7, 2020

V. Review: Ballot Remakes

VI. Update: 2020 Primary Election

VII. Approve Resolution 2020-002: Precinct Election Official Compensation

VIII. Personnel Matter

IX. Declare polls open at the Board of Elections Office only at 6:30am on April 28th for voters with qualifying disability or voters who are unable to receive mail

X. Adjourn Next Meeting: Special Meeting: Tuesday, April 28, 2020 at 6:30pm Regular Meeting: Tuesday, May 12, 2020 at 8:30am

HAMIL TON COUNTY BOARD OF ELECTIONS MEETING HELD APRIL 22, 2020 at 10:30AM

The meeting of the Hamilton County Board of Elections was called to order at 10:30am by Chair Gwen McFarlin. Present were members Mr. Triantafilou, 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 COVID-19 and Ohio Governor Mike DeWine's stay at home order, the meeting was live streamed for public viewing.

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

I. APPROVE BOARD MEETING MINUTES: APRIL 7, 2020

Mr. Triantafilou made a motion to approve the Board Meeting Minutes for April 7, 2020; Mr. Faux seconded. The motion passed unanimously.

II. APPROVE: BALLOT REMAKES 

Ms. Criddle presented the following ballots to the Board. All were remade by bipartisan teams pursuant to Secretary of State Directive and Board policy:

Remake: 17-year-old voters* A386-A396, A601-A602, A615-A619

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

*17-year old voters may not vote on questions or issues or in contests to directly elect candidates. Ballots remade to exclude those contests.

Remakes: Improperly Marked A397-A411

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

Remakes: Damaged A412-A457, A558-A598, A620-A629, A645- 646

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

Remakes: UOCAVA A458-A463, A465

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

Remake: Out of County Jail Voter* A464

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

*Hamilton County Voter confined to Ashtabula County Jail - Ballot sent to Ashtabula County BOE for Voter to Vote and Returned to Hamilton County BOE.

Remakes: Stray Marks A466-A557, A630-A644

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

Remakes: Incorrect Ballot* A603-A605

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

*Voter sent incorrect precinct Ballot; remade to correct precinct (all contests same for each precinct)

Remakes: Double Bubble* A599 - A600

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

*Voter casts vote for candidate and also votes same candidate as a write in - ballot remade to exclude second vote (overvote).

Remakes: Voter Intent* A606-A614, A647

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

*Remakes reviewed by Director and Deputy Director prior to being presented to the Board.

III. UPDATE: 2020 PRIMARY ELECTION

Ms. Poland provided an update of 2020 Primary Election activity:

Ballots mailed (as of end of day 4/21/2020): 97,000

Total mailed: 134, 137

Total returned: 77,000 (58% returned)

The turn-around for application received/ballot mailed is 24 hours; Noon on Saturday, April 25th is the deadline for receipt of Absentee Ballot applications. Staff will be working both Saturday, 4/25 and Sunday, 4/26. The plan for Saturday is same day turnaround for applications received/ballots mailed. Staff is working with the United States Postal Service, both Norwood branch and Dalton Street branch to execute the plan for dropping off and picking up mail. With respect to Election night reporting, the Board was advised that Staff was prepared to report periodically throughout the evening of April 28th with tabulation beginning at 7:31pm and the first report posted to our website by 8pm. However, direction has been received from the Ohio Secretary of State to release one report at the conclusion of the unofficial canvass the evening of April 28th• At 7:30pm on April 28th, the Board will post to the website the approximate time the count will be completed and results posted. A letter will be sent to all candidates and issue filers advising them of the reporting process.

With respect to Election night press coverage, Staff will conduct a conference call today with the media to advise them of the plans and the limitations on press presence within the Board of Elections building due to COVID19 and the Governor's orders. It is the intent of this conference call to work together with the press to provide a solution that will allow the access they need without violating the guidelines.

Ms. McFarlin questioned the guidelines regarding Ballot postmarks. The Board was advised that Ballots must be postmarked on or before 4/27/2020 and received not later than 5/8/2020 to be counted in the official count.

IV. RESOLUTION 2020-002: RESOLUTION RATIFYING PRECINCT ELECTION OFFICIAL COMPENSATION FOR THE 2020 PRIMARY ELECTION

The Board was asked to ratify the decisions made by the Director and Deputy Director with regard to Precinct Election Official compensation due to the March 17th Primary Election not taking place on that day. Partial compensation was provided to PEOs pursuant to a schedule set forth in the Resolution.

Mr. Triantafilou made a motion to approve Resolution 2020-002; Mr. Faux seconded. The motion passed unanimously.

V. PERSONNEL MATTER

Mr. Triantafilou made a motion to enter Executive Session for the purpose of discussing a personnel matter and matters of compensation; Mr. Faux seconded. Ms. McFarlin -aye; Mr. Triantafilou -aye; Mr. Faux -aye; Mr. Gerhardt -aye. The motion passed unanimously whereupon the Board entered Executive session at 11:04am.

Mr. Triantafilou made a motion to return to Regular Session; Mr. Faux seconded. Ms. McFarlin -aye; Mr. Triantafilou -aye; Mr. Faux -aye; Mr. Gerhardt -aye. The motion passed unanimously whereupon the Board returned to Regular Session at 11:20am.

Ms. Poland explained that Hamilton County Administration asked for 2020 Budget cuts of all county departments. As staffing cuts are not feasible due to the current Presidential Primary Election and the upcoming Presidential Election, Staff proposed utilizing the reserve fund to accommodate the shortfall from the mandated budget cuts, thereby eliminating the need to furlough employees. A letter to Staff in recognition and appreciation of their hard work and dedication as well as to alleviate any concerns of potential furlough was drafted and signed by the Board for distribution to Staff.

VI. DECLARE POLLS OPEN AT THE BOARD OF ELECTIONS OFFICE ONLY AT 6:30AM ON APRIL 28TH FOR VOTERS WITH QUALIFYING DISABILITY OR VOTERS WHO ARE UNABLE TO RECEIVE MAIL

Mr. Triantafilou made a motion to declare the Polls open at the Board of Elections Office only at 6:30am on April 28th for voters with qualifying disability or voters who are unable to receive mail; Mr. Faux seconded. The motion passed unanimously.

Ken Henning, Regional Liaison for Ohio Secretary of State Frank LaRose addressed the Board. A discussion with regard to the current mail only Primary Election as well as concerns and speculation with respect to the November Presidential Election ensued. Staff assured the Board that work has begun to look to the future and plan for November.

Chair McFarlin addressed the Board with her thoughts and concluded with reading "In the Time of Pandemic" by Catherine M. O'Meara.

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

APPROVED DATE: April 28, 2020

CHAIR: Gwen L. McFarlin

DIRECTOR: Sherry L. Poland