MINUTES

                            City of Charlottesville Electoral Board
                                 Meeting of October 16, 2018


The meeting was called to order by the Chair at 5:51 pm on Tuesday, October 16, 2018
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
Project Assistant (Assistant Registrar) Joyce McKenney.

On a motion by the Chair, seconded by the Vice Chair, the agenda was approved
unanimously without change.

On a motion by the Chair, seconded by the Vice Chair, the minutes of the September 13
meeting was approved unanimously without change.

Public Comment

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

Registrar’s Report

There was no formal report but the Registrar informed the Board that registration in the
city was growing but not as fast as last year. Absentee voting, however, is very high
with respect to requests for mailed ballots as well as for in-person voting.

Ms. Bencoach announced that the canvass will begin at 7:00 pm on November 6 and
continue until the last precinct has reported in. It will reconvene at 9:00 am on
Wednesday, November 7 with an interruption at 11:00 am to hear from any provisional
voters who may be present and request to address the Board regarding their ballots.

Ballot Printing

The Secretary reported that 18,000 Election Day ballots had been printed and shrink
wrapped and that an additional 4000 had been spooled by the Voting Equipment
Tecnician, Raenell Lockley, and were available for printing if needed. Absentee voting
will be monitored for indications of Election Day turnout and additional ballots printed
the week before the election if needed to ensure that a generous surplus is available on
November 6th.

Update on Preparation for Training

The Registrar reported that the handouts for the October 17 chief election officer
training would be printed on the day of the training. The agenda and handouts for the
all election officer training sessions on October 23 and 24 will be modified from those
Minutes, October 16, 2018                                                           Page 1
used for the November 2017 election training. A special training session for first time
election officials was held on Saturday, October 13 with six of the eight who were
scheduled showing up. The no-shows will be replaced in the roster for this election.

Appointment of Election Officials

Assistant Registrar Joyce McKenney presented applications from five individuals
wishing to become election officials. The board reviewed these applications and, on a
motion by the Chair, seconded by the Vice Chair and unanimously approved, the
following were appointed:

Joseph R. Foley
Darlejean Baker
Lucious Craig Renfrow
Jay Glick
Jesse Bordwin

Communication with City and University Officials

The Chair asked for a report on the status of coordination with Charlottesville City and
UVa officials regarding polling places. Since time is short, and this has not yet been
completed by the General Registrar, the Chair asked the Vice Chair to take
responsibility for coordinating with the City Police and Sheriff on traffic and security
issues. In addition, the Chair assumed responsibility for contacting the Parks and
Recreation Department and School administrators to coordinate on access to polling
places.

Next meeting

The next meeting will take place in the office of the Charlottesville General Registrar at
7:00 pm on Tuesday, November 6, 2018 in conjunction with the canvass of the election.

The meeting was adjourned at 7:00 p.m.


Respectfully submitted:



James Nix, Secretary




Anne Hemenway, Chair                                   Jon Bright, Vice Chair


Minutes, October 16, 2018                                                            Page 2