MINUTES

                            City of Charlottesville Electoral Board
                                 Meeting of June 23-26, 2020

The meeting was called to order by the Chair at 8:30 p.m. on Tuesday, June 23, in the
office of the Charlottesville General Registrar. Those present for all or a portion of this
meeting were Electoral Board members Anne Hemenway (Chair), Jon Bright (Vice
Chair), and Jim Nix (Secretary), Director of Elections and General Registrar Melissa
Morton, Voter Registration Manager Jamie Virostko and Charlottesville Clerk of Court,
Llezelle Dugger. This meeting was convened for the purpose of compiling the results of
the June 23 Congressional Primary and completing necessary follow-up actions
including the canvass of the election to establish the official results, the review of
provisional ballots, and the count of provisional ballots approved by the Electoral Board.
There was no formal agenda for this meeting.

Public Comment

No members of the public were present for this meeting

Reporting of Election Results

Beginning shortly after the polls closed at 7:00 p.m., several members of the staff
tabulated election results received by telephone from election officers at the nine city
precincts and the Central Absentee Precinct. The election results were recorded in the
office on worksheets provided by the registrar. The turnout figures and tally of each
precinct’s results recorded on the worksheets were quickly entered into VERIS, the
State’s election reporting system, by the General Registrar. Copies of the worksheets
were posted in the vestibule of the office for public viewing.

Beginning at approximately 8:30 p.m., the Chief Election Officers from each precinct
arrived to turn in election documentation along with the digital memory devices on which
the election results and voter turnout data had been recorded.

The meeting was suspended at 10:30 pm and was resumed at 9:10 a.m. on
Wednesday, June 24, 2020.

Canvass of the Election

During the canvass of each precinct, the Statement of Results (SOR) forms were
examined to verify that the number of voters reported as checked in and the number of
ballots scanned matched the totals on the tapes from the poll books and ballot
scanners. The SORs were also examined to verify that the number of ballots scanned

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was consistent with the number of voters checked in. In addition, the numbers recorded
in VERIS on election night were reviewed for accuracy by comparing them with the
numbers on the scanner tapes.

The Board was planning to interrupt the canvass at 11:00 a.m. in order to provide an
opportunity for provisional voters to address the Board concerning the status of their
ballots but one voter arrived at 10:15 and the Board members elected to hear him
immediately. This voter reported that he found the procedures used for applying for a
ballot by mail to be confusing and he was uncertain of the status of his absentee ballot.
He also criticized the election day procedures for requesting and casting a provisional
ballot but, with assistance from an officer of election, was able to cast a provisional
ballot at the polls. The Board members and the General Registrar spent thirty minutes
with this voter answering his questions and responding to his complaints. On departure
he thanked the Board for providing him an opportunity to speak. His provisional ballot
was among those to be evaluated at the provisional ballot meeting on June 26.

With no other provisional voters requesting to address the Board the canvass was
resumed at 10:45. The canvass was concluded at 2:15 p.m. with no significant
discrepancies noted and no changes required to the unofficial election night vote tallies
reported in VERIS. The Board did, however, identify a shortcoming in the pollbook
software that made reporting of results from this dual primary somewhat difficult. The
tapes printed from the pollbooks in each precinct provided only the total number of
voters checked in but no breakdown of voters by party. In each precinct the number of
voters checked in for each party, necessary to complete the separate statement of
results for each party, was not available and could only be inferred from the numbers of
ballots cast for each party. A representative of the pollbook vendor contacted on
election day, apologized for this shortcoming, and provided assurance that it will be
corrected on the new pollbooks scheduled for delivery in time for the November 3
election.

The meeting was suspended at 2:15 p.m.

Provisional Ballot Meeting

The Board reconvened at 9:10 a.m. on Friday, June 26, 2020 to determine the validity
of provisional ballots.

On motion by the Chair, 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:

        Virginia Code Section 24.2-653 for the determination of the validity of
        provisional ballots

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On motion by the Chair, 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.

General Registrar Melissa Morton was permitted to remain present for this closed
meeting. As each ballot was considered, Ms. Morton presented the results of research
conducted by Ms. Virostko into the status of each provisional ballot along with her
recommendations for action by the board. Upon completion of the review the Board
conducted a series of votes to implement the decisions made in closed session.

Actions Taken on Provisional Ballots

Of the total of 94 provisional ballots 90 were cast by voters who had requested
absentee ballots by-mail but did not bring them to the polls. Since no absentee ballots
had been received from 87 of these voters by 7:00 p.m. on June 23, their provisional
ballots were unanimously approved to be counted on a motion by the Chair, seconded
by the Vice Chair. Regrettably, due to election official inattentiveness, two of these
provisional ballots had already been scanned at the precincts on election day. The
Board members discussed measures to be taken at future elections to prevent a
recurrence of this error.

Absentee ballots were received by the deadline from three of the provisional voters, one
of them nearly a month before the deadline. On a motion by the Chair, seconded by the
Vice Chair these provisional ballots were unanimously rejected.

Three provisional ballots were cast by voters without ID at the polls and none of them
provided ID by the deadline. On a motion by the Chair, seconded by the Vice Chair,
these ballots were unanimously rejected.

One provisional ballot was cast by a voter who requested a Democratic Party ballot but
left it at the polls without casting it. This voter returned sometime later and requested,
and was given, a Republican Party ballot which, through election officer error, was cast
as a provisional ballot. On a motion by the Chair, seconded by the Vice Chair, this
ballot was unanimously approved to be counted.

In summary, of the 94 provisional ballots submitted, 88 were accepted and 6 rejected.
The approved ballots were then opened and scanned by the Board members, two paper
Provisional Precinct pollbooks were prepared, one for 2 Republican voters and the other


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for 86 Democratic voters, statements of results were prepared for each party and the
tally of provisional ballots was entered into VERIS by the General Registrar.

Conclusion of Canvass

Abstracts of the results of the election were then printed, signed and sealed by the
Board members.

The next meeting of the Board will take place in the office of the Charlottesville General
Registrar at 6:00 p.m. on Tuesday, July 7, 2020.

The meeting was adjourned at 2:50 p.m.

Respectfully submitted:



James Nix, Secretary



Anne Hemenway, Chair                                    Jon Bright, Vice Chair




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