MADISON COUNTY BOARD OF ELECTIONS Board of Elections Conference Room  ABSENTEE SESSION October 18, 2016 9:00 AM  MINUTES CALL TO ORDER  Chair Dyatt Smathers called the meeting of the Madison County Board of Elections to order at 9:00 a.m. In attendance were Dyatt Smathers, Chair; Ray Lewis, Secretary; Jerry Wallin, Member; Kathy  Ray, Director; and' Wade Gahagan, Deputy Director.  Moved, Seconded (RL, JW) and Carried (3,0) to approve the agenda.  A discussion of poll worker needs was prompted by the Beech Glen Precinct Chief Judge's request for one more poll worker on Election Day. The Chair presented the 2012 data on voters at each precinct on Election Day. The data was used to determine the poll worker needs at Beech Glen and Moved, Seconded (RL, JW) and Carried (3,0) to move poll worker assistant Joan English (R)  North Marshall Precincts.  from the North Marshall Precinct to the Beech Glen Precinct. The Chair recessed the meeting until 11:00 a.m. The meeting reconvened at 10:58 a.m. according to requested needs.  The Deputy Director reported that the laptop alphabet ranges for Election Day have been adjusted Moved, Seconded (RL, JW) and Carried (3,0) to approve, pending the approval of the Democratic party chair, Stephen McConnell as a poll worker assistant at the Mars Hill Precinct. Moved, Seconded (RL, JW) and Carried (3,0) to approve the updated poll worker list of Moved, Seconded (JW, RL) and Carried (3,0) to approve Jacob Ray (D) and Linda Campbell  assistants (see attachment).  as Election NEW BUSINESS  (R)  Day Rovers.  The Board reviewed the absentee ballot applications.  The meeting recessed at 11:28 a.m. for lunch and reconvened at 12:00 P.M.  Moved, Seconded (RL, JW) and Carried (3,0) to approve 90 civilian applications (see attached  Executed Absentee Ballots report).  The civilian absentee ballots were opened and scanned into the m100 tabulators.  Page 1of2    Moved, Seconded (JW, RL) and Carried (3,0) to accept 16 spoiled ballots (see attached Moved, Seconded (RL, JW) and Carried (3,0) to approve 1 military application (see attached Moved, Seconded (RL, JW) and Carried (3,0) to approve 13 overseas applications (see Moved, Seconded (RL, JW) and Carried (3,0) to duplicate absentee ballots: MIL-10, OVR-2, OVR-3, OVR-4, OVR-5, OVR-6, OVR-7,OVR-10, OVR-11, OVR-18, OVR-20, OVR-21, OVR-23, and OVR-24. All duplicated ballots were electronically transmitted with the exception of OVR-23 (electronically printed Federal Write-In Ballot received via USPS). The ballot duplication team was comprised of Board members, the Director, and the Deputy Director (Wallin, caller; Smathers, Supervisor; Lewis, Marker; Gahagan, Reviewer; and Ray, Tabulator). The duplicated overseas and military ballots were scanned into the m100 tabulators. The absentee ballot machine counts at the Moved, Seconded (RL, JW) and Carried (3,0) to move into closed session to protect voter secrecy during the duplication of absentee ballots process and for a personnel discussion. Moved, Seconded (JW, RL) and Carried (3,0) to compensate all Election Day precinct judges and poll worker assistants an additional $10.00 to have the polling sites ready by 6:00 a.m. to The Board discussed a site visit toi the Sandy Mush Precinct Building during the Board meeting on  Absentee Status Exception report). Executed Absentee Ballots report).  attached Executed Absentee Ballots report).  end of the meeting were 62 and 421 for at total of 104 tabulated ballots.  avoid delays with opening the polls to voters at 6:30 a.m.  Tuesday, October 25!h.  Moved, Seconded (RL, JW) and Carried (3,0) to return to regular session.  ANNOUNCEMENTS  Next absentee meeting: Tuesday, October 25, 2016 at 9:00 a.m. Moved,SecondegBL, JW) and Carried (3,0) to adjourn at 3:19 p.m.  Kak, Kathy buienis  RayLewis, Secretary  KEurs  Page 2 of2