MINUTES

                        City of Charlottesville Electoral Board
                                Meeting of July 30, 2019


The meeting was called to order by the Chair at 5:47 p.m. on Tuesday, July 30, 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, Melissa Morton and Acting Deputy Registrar Jamie Virostko.

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

On a motion by the Chair, seconded by the Vice Chair, the minutes of the July 2, 2019
meeting were unanimously approved without change.

Public Comment

The following members of the public were present for this meeting: Sue Lewis, voter
service representative for the League of Women Voters; Audrey Dannenberg, League
of Women Voters representative; and Suzanne Michels, co-chair of the Charlottesville
Democratic Committee.

Due to parking problems at Tonsler Precinct during the recent primary, Ms. Michels
requested that the Registrar provide the campaigns with information on authorized
parking for candidate supporters. The Registrar agreed to provide the party chairs and
independent candidates with precinct parking information by email before each election.

Voter Registration at Naturalization Ceremonies

Ms. Dannenberg informed the Board of a recent decision by the Federal Court for the
Western District of Virginia that prohibits voter registration by third-party groups at
naturalization ceremonies. Several League of Women Voters volunteers had been
assisting new citizens with registration. Ms. Dannenberg, who is also a part-time
employee of the Registrar’s Office had formerly registered new citizens as a League
volunteer. Under the new restrictions, Ms. Dannenberg can register voters at the
Courthouse as a representative of the Registrar’s Office, but not as a League volunteer
or representative of any other third-party organization. According to Ms. Dannenberg’s
understanding of the recent Court order, only representatives of the Registrar’s Office
can register voters during the naturalization ceremony. These representatives may be
paid, or unpaid Officers of Election or members of the Registrar’s Office staff. Ms.
Dannenberg suggested that appointment of volunteers as Officers of Election might

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provide the official status now required for voter registration activities in the Federal
Courthouse. Officer of Election application forms from several League volunteers were
submitted to the Board for consideration. Pending receipt of the actual Court order that
will clarify requirements for registration activities during the naturalization ceremony, the
Chair postponed action on the applications. A naturalization ceremony is scheduled for
Friday, August 2. The Secretary volunteered to assist Ms. Dannenberg at this event.

Registrar’s Report

Ms. Morton provided the Board members with a written report. Highlights included plans
for revision of the Memorandum of Understanding between the Board and the City
Manager, progress in the hiring of a new Deputy Registrar and notice that the draft
ballot for the November election has been sent to the Department of Elections for
approval. The Chair stated that she would submit proposed revisions to the MOU,
which is between the City Manager and the Board of Elections, to the Registrar and
work with the Registrar to finalize proposed revisions. The Registrar also informed the
Board that the following three members of the staff had received third-party registration
certification: Melissa Morton, Jamie Virostko and Audrey Dannenberg.

The Chair asked about the status of office staffing for the remainder of the current year.
The Registrar assured the Board members that, once the new Deputy Registrar is hired,
staffing will be adequate through the November election. The appointment of temporary
seasonal staff will be required to deal with the heavy turnout expected for the three
elections next year, especially for the Presidential General Election November 3, 2020.

Appointment of Officers of Election

Ms. Morton presented an application for an individual wishing to become an officer of
election. The board reviewed this application and, on a motion by the Secretary,
seconded by the Chair, Carol Cutler was unanimously approved for appointment to a
three-year term.

Update on CIP Proposal and the Purchase of new Electronic Poll Books (EPBs)

The Chair requested information on the status of funding for the purchase of new EPBs.
The Registrar reported that, while the funds currently available in the office capital
budget are not sufficient, she is confident that the city will provide the required additional
funds to purchase the equipment. The intent is to have EPB funding on the agenda for
the City Council August meeting. The Chair agreed to accompany the Registrar to that
meeting to support the request.

Previous discussion of the purchase of new EPBs had focused on a new generation of
tablet-based devices produced by VR Systems, the vendor of our current EPBs. The

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Secretary asked Ms. Morton and Ms. Virostko if these would be suitable for use during
absentee in-person voting, the recently approved early voting period in October 2020,
and for Central Absentee Precinct on election days. The response was positive. A
discussion about alternative systems available from other vendors followed. The Board
requested that leading vendors be invited to demonstrate their systems before a final
procurement decision is made. While pursuing these demonstrations will not delay the
request for funds, the Registrar expressed concerns that an extended evaluation period
could possibly delay receipt of funding for new equipment.

Closed Session to Discuss the Performance Appraisal for the General Registrar

On a motion by the Secretary, seconded by the Vice Chair, the Electoral Board voted
(Ayes: Anne Hemenway, Jon Bright and Jim Nix; Noes: None; Absent: None) to meet in
closed session as authorized by Va. Code sec. 2.2-3712, specifically:

        For the preparation of a performance appraisal for the General Registrar and
        Director of Elections for the City of Charlottesville, Virginia and to discuss staff
        evaluations as authorized by Va. Code sec. 2.2-3711(A)(1).

On a motion by the Secretary, seconded by the Vice Chair, the Electoral Board certified
by the following vote (Ayes: Anne Hemenway, Jon Bright and Jim Nix; Noes: None;
Absent: None) that to the best of each Board member’s knowledge only public business
matters lawfully exempted from the open meeting requirements of the Virginia Freedom
of Information Act and identified in the Motion convening the closed session were heard,
discussed or considered in the closed session.

The next meeting of the Board will take place in the office of the Charlottesville General
Registrar at 5:45 pm on Thursday August 8, 2019.

The meeting was adjourned at 7:38 p.m.

Respectfully submitted:



James Nix, Secretary



Anne Hemenway, Chair                                       Jon Bright, Vice Chair




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