MADISON COUNTY BOARD OF ELECTIONS REGULAR SESSION Board of] Elections Conference Room Wednesday, October 12,2016 3:00) PM  MINUTES CALLTOORDER  Chair Smathers called the meeting of thel Madison County Board of Elections to order at 3:00 p.m. at the Board of Elections Conference Room. In attendance were 3 members of the public; Dyatt F. Smathers, Chair; Ray Lewis, Secretary; Jerry Wallin, Member; Wade Gahagan, Deputy Director; and) Kathy Ray, Director.  AGENDA  Moved, Seconded (RL, JW) and Carried (3,0) to set the agenda, adding a discussion of Daylight Savings Time  under New Business. APPROVALOFI MINUTES 20161 Emergency Meeting minutes. CHAIR'SR REPORT  Moved, Seconded (RL, JW) and Carried (3,0) to approve the September 14, 2015 Regular Meeting and October 8,  The Chair reported on the purpose of the Emergency Meeting held on Saturday, October 8, 20161 to appoint Vernon Goodwin as the Chief. Judge of the Spring Creek Precinct due to the unexpected resignation ofChiefJudgel Rosalyn The Chair complimented Deputy Director Gahagan for his attention to detail with voter registration records and SIEMS The Chair commented that today'si meeting will prepare us for voting to begin next week. North Carolina willl be in the The Chair reminded the Board that the public must be able to observe the counting of votes on Election Day. The Chair finalized his report by informing the Board that the business "Fiddlesticks" gave permission to use their lower  Smith. input.  national spotlight, and we must have everything in order.  parking lot for early voting at Mars Hilll Public Library.  MEMBERS' REPORTS  Secretary Lewis complimented the quality of the poll worker training sessions.  Member Wallin commented that he was proud of Madison County'se early voting plan and its potential to reduce voter  lines on Election Day. DIRECTOR'SI REPORT  The September 30, 2016 budget and expenditure report was presented. The Director pointed out the $4920 refund for the barcode scanners was sitting in a revenue line item, and commissioners will need to make a decision as toi its use. She  Page 1of3    also reminded the Board that individual transactions are in the Transaction History and Listings Report. She reminded the Discussion ensued regarding thel MAT visits to county assisted living facilities and some of the obstacles thet team is  Board of the December 2016 Durham Conference.  experiencing.  The Director reviewed the training plans for Saturday, October 15"h and Monday, October 17h.  The Director presented the list of precinct judges and reported on the judges that were present at the training on Saturday, The Chair requested an update on the SEIMS server security check. The county ITC Coordinator is working with the State The Chair informed the Board that he has a doctor's appointment scheduled on October 18, 2016. The absentee meeting  October 8".  Board of Elections to make sure there are no areas of vulnerability.  scheduled for that date will be called to order as scheduled and recessed until the Chair can return.  NEW BUSINESS  Moved, Seconded (RL, JW) and Carried (3,0) to approve the list of poll worker assistants (see attached). Moved, Seconded (RL, JW) and Carried (3,0) to approve thel list of election media and equipment to be used The Chair reported on the Sandy Mush Precinct improvements. Curtains have been added for voters' privacy, road bond has been spread, an easy-up will be added, weed-eating has been done, and gutters will be cleaned. The Board plans a Moved, Seconded (RL, JW) and Carried (3,0) to approve Yvonne Price as the Spring Creek Republican Judge. The Chair reported on a new procedure for reporting election results. An election results tape from each precinct willl be mailed to the Board of Elections by the ChiefJ Judge on election night as well as hand delivered with the election media. The Chair also informed that iVotronic machines can be left at the precinct polling sites without compromising election results and picked up on the Wednesday following Election Day. The county maintenance department is assisting with Moved, Seconded (RL, JW) and Carried (3,0) to leave the iVotronic machines in place at the polling places and The Director requested that designated precinct staff be allowed to immediately transport election media and results (results tape, flash cards, PEBs, and the data transfer USB drive) as soon as they are available at the precinct in an effort to expedite reporting election results to the State Board of] Elections and the public. Thel Director informed thel Board that callingi in election results prior to leaving for thel BOE office will not be required of the precincts. Phone lines must be clear for technical assistance that may be required at the precincts ini running tapes, reports, conducting data transfers, etc. Moved, Seconded (RL, JW) and Carried (3,0) fora precinct worker or judge to transport election media and The Chair provided information regarding Daylight Savings Time (DST) during the election cycle. Printelect has provided guidance on how to set the election machines for DST. The Director informed the Board that Election Day machines were set during Logic & Accuracy testing to concur with the time change and DST was not enabled.  during early voting and election day (see attached).  visit to the site as part of the October 251 absentee meeting.  delivery and pick-up.  picked up the morning following Election Day.  results to the Board of Elections as soon as possible after the polls close.  Page 20 of3    Moved, Seconded (RL,JW) and Carried (3,0) to accept the Logic & Accuracy time setting for thel Election Day Moved, Seconded (RL,JW) and Carried (3,0) to approve Dennis McMahan as the Mars Hilll Precinct ChiefJudge. A discussion ensued regarding the need for Election Day rovers. Action was tabled until political balance can be  iVotronic machines.  achieved. CITIZEN COMMENTS  A citizen requested information about the duties of thel Multi-Partisan Assistance Team (MAT).  A citizen expressed appreciation for the improvements made to the Sandy Mush Precinct parking area andj pointed out that there remains one area where: some of the cars park that will be problematic ifthere is wet weather on Election Day. A citizen inquired about the process for mailing the election results tape to thel Board office on Election Night. A citizen shared his observations regarding the Russian hacking reports of voting systems and how the reports have likely A citizen shared an NVR report in which Ohio State University students standingi in voter lines were interviewed. Some oft the students shared that they did not use mail-in ballots because they didn'tknow where to get stamps. The Chair commented about the rigorous reconciliation and audit process that occurs between Election Day and Thel Deputy Director complimented temporary election assistant Jacob Ray for excellent performance in executing his  piqued curiosity among others to know more about voting systems.  CANVASS.  duties within the election'soffice.  Moved, Seconded (RL,JW) and Carried (3,0) to go into closed session. The meeting recessed for as short break prior to the closed session.  ADJOURNMENT 44 Gyslai Ray Léwis, Secretary  Moved, Seconded (RL,JW): and Carried (3,0) to adjourn at 5:06P.M.  Sa6  Page 3 of3