Madison County Board of Elections  Meeting Minutes June 13, 2018  The Madison County Board of] Elections met on Wednesday, June 13, 2018 at 3:00 p.m. in the Board of Elections Conference Room. In attendance: Jerry Wallin, Chair; Dyatt Smathers, Vice Chair; Sandra Tolley, Secretary; Ray Lewis, Member; Kathy Ray, Director; Wade Gahagan, Deputy Director; and two  (2) members oft the public. Call to Order  Chair Wallin called the meeting to order at 3:00 p.m.  Agenda  Vice Chair Smathers made ai motion: To approve the agenda as amended. Member Lewis seconded the  motion, and the motion carried unanimously.  Approval of Minutes  Secretary Tolley made ai motion: To approve the May. 17 and 18, 2018. meeting minutes as presented.  Vice Chair Smathers seconded, and the motion carried unanimously.  Chair's and Members' Reports  Chair Wallin commented that the activities of the State Board ofl Elections over the next few weeks will Vice Chair Smathers commented that Senator Hise continues to express his support for county level funding to help with the purchase of new voting equipment. Senator Hise also says that that the leadership in the House and the Senate are very much ini favor oft moving the decertification date for the iVotronics. Vice Chair Smathers reported that several vendors are presenting voting equipment for certification. The new equipment could be certified as early as the next State Board ofl Elections meeting. He finalized his comments by reporting there is positive feedback for the events oft the past primary election and the performance oft the office staff, and he provided information regarding the formation ofi new political parties and the impact on future Board ofElection activities.  likely impact and increase the work and decisions of thel Board's next meeting.  Director's Report  The Director reported on the May 31, 2018 budget revenues and expenditures and presented the 2018-  2019 budget as approved the county commissioners.  Regular Session Minutes 6/13/2018  Page 1of3    The Director advises holding off on planned election equipment purchases until the State Board of Elections takes action on the certification ofnew election equipment and software.  New Business  Madison County Library Director, Melanie Morgan presented two (2) letters regarding the use ofMars Hill Public Library as an early voting site. She requested the Board ofElections identify another site for early voting due to the negative impact on library programming and funding opportunities. She also indicated there have been other incidents during early voting that are liability issues and/or have negatively impacted the library staff and budget. Vice Chair Smathers provided information regarding Vice Chair Smathers made a motion: To go into closed. session forap personnel discussion. Chair  the board's decision to utilize Mars Hill Public Library as an early voting site.  Wallin seconded, and the motion carried unanimously. Vice Chair Smathers made a motion: To return to open session.  A discussion continued regarding the use of both Mars Hill and Marshall Public Libraries as early voting The Board was provided early voting statistics for use in developing the General Election, November 6, 2018 One Stop Voting Plan. The Director informed the Board that the plan must be submitted to the Vice Chair Smathers made a motion: To change the regularly scheduled Wednesday, July 11" meeting to. Monday, July 9" at. 3:00 a.m. Discussion ensued. Member Lewis made an amendment to the motion: To change the regularly scheduled Wednesday, July. 11" meeting to Monday, July g" at Vice Chair Smathers made a motion: To query the May 8, 2018 primary election poll worker assistants and early voting staff to see ifthey will serve during the Tuesday, November 6, 2018 election.  and Election Day voting sites.  State Board of Elections by Friday, July 13th.  9:00 a.m. Vice Chair Smathers seconded, and the motion carried unanimously.  Member Lewis seconded, and the motion carried unanimously.  The Director presented the Board with the resignation letter of Walnut Precinct Republican Judge Leigh  Ann Thibodeau. Other Matters  The Director provided the Board members with the template for the Director's annual evaluation.  Citizens Comments  A citizen asked the Board's thoughts about Madison County presenting aj proposal to the State Board of Elections to conduct a pilot program in which all Madison County voters would be mailed an absentee  Regular Session Minutes 6/13/2018  Page 2of3    ballot. Vice Chair Smathers responded that approval ofs such aj proposal would require legislative A citizen commented that he would bei interested to see what the legislators are spending on attorneys.  changes to current election laws.  Announcements  Next Board meeting: July 9, 2018 at 9:00 a.m.  Adjournment  Vice Chair Smathers made ai motion: To adjourn the meeting. Chair Wallin seconded, and the motion  carried unanimously. The meeting adjourned at 4:50 p.m.  Minutes Approved  9 3018  Kathy Ray, DL Sandra  Serry Wallin, Chair Aalk  38  -  Sy Tolley, Secretary  Regular Session Minutes 6/13/2018  Page 3of3