MADISON COUNTY BOARD OF ELECTIONS REGULAR: SESSION Board of Elections Conference Room Wednesday,.anuary 13,2016 3:001 PM  MINUTES CALLTOORDER  Chair Smathers called the meeting of the Madison County Board of Elections to order at 3:00 p.m. at the Board of Elections Conference Room. In attendance were 4 members of the public; Dyatt F. Smathers, Chair; Ray Lewis, Secretary; Jerry Wallin, Member; Wade Gahagan, Elections Specialist; and Kathy Ray, Director.  AGENDA  Moved, Seconded (RL,JW) and Carried (3,0) to set the agenda.  APPROVAL OF MINUTES CHAIR'S REPORT  Moved, Seconded (RL, JW) and Carried (3,0) to approve thel December 9, 2015 meeting minutes.  The Chairi informed that any citizen may file for an office, and it makes no difference if the spouse is the chair ofa fhe State Board of Elections has approved twenty-seven presidential candidates for the Primary Election ballots. Secretary Ray Lewis was recognized for his assistance with meals and clean-up during the elections staff training. An attorney from Wake County has been appointed to replace former State Board Member Josh Howard. The State  political party within the county.  Board Members will select the Chair on Friday,January 15.  MEMBERS' REPORTS  Secretary Lewis complimented the staff training.  DIRECTOR'S REPORT  The December 31, 2015 budget and expenditure report was presented. All towns have submitted payment for the The State Board of Elections will address the One-Stop Plan Reduction Request on Friday, January 15. Thirty-one judges attended the stafftraining on. January 9. Future trainings are scheduled for. January 16, January 30, and February 6. As trainings unfold, staff attendance willl be adjusted according to the material that is covered.  November 2015 Municipal Elections.  NEW BUSINESS  "he Director shared information regarding the State Board of Elections task that county boards of elections distribute hoto ID materials to designated sites across counties. The Chair requested that a bi-partisan team travel together to  distribute the material.  Page 1 of3    Moved, Seconded (JW, RL) and Carried (3,0) to allow thel Director to designate a Democrat and a Republican to istribute the materials within the confines of the State Board directives and pay the staffappropriately. The Chair reported that only one county vehicle is available for interdepartmental. use. The Director will check with the maintenance department about the use oft the maintenance truck and staff for delivering the voting equipment. Thel Director presented the One-Stop Voting Implementation Plan that focuses on security as pertaining to specific sites Moved, Seconded (RL, JW) and Carried (3,0) to approve Dennis McMahan as the ChiefJudge at Mars Hill Moved, Seconded (RL, JW) and Carried (3,0) to approve Ray Moore as the) Republican Judge at Mars Hill Moved, Seconded (RL,JW) and Carried (3,0) to approve Robin Smathers as a Republican poll worker assistant at Moved, Seconded (RL,JW) and Carried (3,0) for the Board of Elections Chair to approve thel Director's timesheet. Moved, Seconded (RL, JW) and Carried (3,0) to approve the updated list of poll worker assistants. Vacancies remain at Walnut, Sandy Mush, and Ebbs Chapel. The Director reported that both party chairs have worked the Director commented that shei is getting some push back regarding the action taken at the December board meeting regarding the opening and closing iVotronic process on Election Day and security plan for the one-stop sites. Moved, Seconded (DS, RL) and Carried (3,0) to maintain the same protocols for preparing election equipment and  and hours of operation.  Precinct to temporarily replace Linda Campbell. Precinct to temporarily replace Dennis McMahan.  Mars Hilll Precinct. OLDI BUSINESS  diligently to fill vacancies.  security plans as used during previous elections.  OTHERI MATTERS  The Director reported on the status of the purchase and installation ofs security gates at the Beech Glen Community Center. The company that manufactured the gates at Mars Hill Public Library no longer provides the product. The Comments were: made regarding public access to the voting enclosure and poll workers at the Beech Glen Community The Elections Specialist reported on the NCADE District meeting held Monday, January 1"in Sylva. State Board of Elections Voter Outreach staffr member Ted Fitzgerald spoke to the group about increased public relations and media efforts to inform voters of the photo ID requirements. Mr. Fitzgerald also commented that there would be high level interest by many groups and the media during this election. Mr. Fitzgerald informed directors to expect a 30 percent increase in both provisional and absentee mail-in balloting. County level emergency voting plans were discussed at the NCADE meeting. Directors at the meeting commented that county level Emergency Management Services would have to prioritize responses, and elections would not be top priority in many cases such as medical emergencies, etc. NCADE attendees also learned that House Bill 100 has been introduced regardingj jury excuses due tol being non-US citizens. If he bill passes, clerks of superior courts will be required to report excused individuals due to non-US citizenship status to  Director and Maintenance Director will explore available options.  Center one-stop site.  e county board of elections.  Page 2of3    ITIZENCOMMENTS  A citizen complimented the elections staff.  A citizen informed the Board ofa door to door effort that he and his wife conduct within their precinct during each A citizen suggested the use of signs to discourage general public interaction with the elections staff at the Beech Glen  election to keep Democratic and some unaffiliated voters informed.  Community Center one-stop site.  A citizen inquired about contingency plans for poll worker absences on Election Day.  The Elections Director commented that county level election commissions in Tennessee are comprised of5 members.  ANNOUNCEMENT  The Director informed those present of a radio interview thati is scheduled with) Mars Hill University Rural Heritage  Museum's radio broadçast. The interview is scheduled for Wednesday, January 20".  The next Board meeting is Wednesday, February 10,2016.  ADJOURNMENT  Moved, Seconded (JW, RL): and Carried (3,0) to adjourn at 4:22/P.M.  Kathy  Byhuss Rayléwis,Seretary  L66  Page 3 of3