MINUTES

                         City of Charlottesville Electoral Board
                                 Meeting of July 19, 2018


The meeting was called to order by the Chair at 5:50 pm on Thursday, July 19, in the
office of the Charlottesville General Registrar. Those present were Electoral Board
members Anne Hemenway (Chair), Jon Bright (Vice Chair), and Jim Nix (Secretary),
General Registrar, Rosanna Bencoach, Deputy Registrar Katie Mauller and Election
Manager Melissa Morton.

On a motion by the Vice Chair, seconded by the Chair, the agenda was approved
unanimously.

On a motion by the Chair, seconded by the Vice Chair, the minutes of the May 23, 2018
and June 12-13, 2018 meetings were unanimously approved without change.

Public Comment

There were no members of the public present at this meeting.

Report of the General Registrar

The General Registrar had, on July 18, provided the Board members with a written
report along with copies of the budgets for both the current and upcoming fiscal years.
Several budget items prompted questions from the Board, including the amounts shown
for full time salaries, the purchase of office supplies and the allocation of funds for
travel. When informed that the travel budget for the new fiscal year included funds for
concurrent travel within Virginia for the General Registrar, Deputy Registrar and the
Election Manager to take their first class towards national certification, which the Deputy
and Election Manager had each specifically told the GR that they want to start, the
Chair expressed concern about having all three key personnel absent at the same time.
The other Board members agreed that this was unwise but, in the ensuing discussion,
the questions were not resolved and further discussion was postponed to a future
meeting.

The Election Manager provided the Board with a draft schedule for the November
General Election and received concurrence from the Board members on the dates for
activities requiring Board participation. She also informed the board of a staff
commitment to complete election preparation at an earlier date than in recent elections.

Discussion of Comments and Observations from the June Annual Training

Observations were shared on several important topics addressed at the training in
Richmond including movement toward the conduct of post-election audits, election
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security and reducing the confusion of voters in the use of the DMV website to update
their registration. Also discussed was the statutory requirement to count all ballots
before issuing them to voters. It was agreed that we meet the requirement by counting
the ballots in advance (as we print them) by means of sequential numbers applied to
each ballot. The count is verified by marking the ballot inventory sheet as each ballot is
issued. And, lastly, the staff and Board agreed to adopt the practice used by the Prince
William General Registrar to print provisional ballots in each precinct, as needed, using
the Touch Writer ballot marking devices. These ballots will be in a style that cannot be
scanned by the precinct scanners. Adopting this practice will eliminate the need to print
a quantity of provisional ballots in advance and distribute them to each precinct.

Executive Session

At 6:50 p.m. there was a motion by the Chair to close the meeting for the purpose of
conducting a discussion of personnel matters. This motion was seconded by the
Secretary and approved unanimously.

The board reconvened in open session at 8:15 p.m. and the Chair moved to certify, by
recorded vote, that only matters exempted from the open meeting requirements were
discussed in the closed session. This motion was seconded by the Vice-chair and
approved unanimously. Copies of the motion closing the meeting and the certification
following the closed session are attached to these minutes.


Next meeting

The next meeting will take place in the office of the Charlottesville General Registrar at
5:45 pm on Monday July 30, 2018.

The meeting was adjourned at 8:20 p.m.


Respectfully submitted:




James Nix, Secretary




Anne Hemenway, Chair                                    Jon Bright, Vice Chair



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