Madison County Board of Elections Meeting Minutes - Regular Session April 21, 2021at3:00 P.M.  The Madison County Board of Elections held a meeting on Wednesday, April 21, 2021. Joining the meeting: Jerry Wallin, Chair; Ray Lewis, Secretary; Brian Ball, Member; Dyatt Smathers, Member; Sandra' Tolley, Member; Kathy Ray, Director; Jacob Ray, Deputy Director; John Noce, NCSBE Security  and Support Technician, and one member oft the public. Chair Wallin called the meeting to order at 3:00 p.m.  CalltoOrder: Minutes:  Motion, Seconded (RL, DS) and Carried (5,0) to approve the March 17, 2021 meeting minutes. Motion, Seconded (BB, DS) and Carried (5,0) to amend the agenda for Personnel to follow Motion, Seconded (DS, BB) and Carried (5,0) to add to the agenda the Laurel Community Center Organization (LCCO) Lease. Agreement to follow Members' Reports.  Agenda:  Public Comment.  Members' Reports:  Member Smathers reported on his visit to Addison Farms to develop aj plan for repairing the damage to the entrance doorway threshold. The damage can be repaired by thej purchase ofa replaceable part. He will make the repair once the maintenance director orders and receives the He continued with a report on a conversation with Dr. Mary Kellyi inj regards to a grant shel has written forLCCO. In that conversation hel learned that LCCO is ar non-governmental non-profit organization and is aj privately owned property. He expressed his desire for thel LCCO lease agreement for storage space to include a clause thati it will provide aj polling site as long as thel lease Member Ball presented Director Ray with a retirement plaque. Board: members expressed  part.  agreement isi in effect.  appreciation: for her years of service as director.  Regular Session Minutes 4/21/2021  Page 10 of3    Director's Report  The North Carolina State Board of Elections is conducting a review off four registered voters who appeared on previous Felon reports and voted in the November 3, 2020 election. The Board will be Room 26 is currently occupied by the Environmental Health Department. Ifthe arrangement becomes permanent, the Board will need to consider an alternate BOE one: stop site. Pictures oft the LCCO storage: room remodel havel been forwarded to Board members and depict As per Numbered Memo 2021-02 and the County Boards of Elections Records Dispensation and Retention Schedule, 50: small banker boxes of election records and office documents that havel lost administrative value arel being scheduled for an on-site destruction by Shred-It Document The school system has picked up the surplus COVID Personal Protective Equipment (PPE) for The State Board of Elections. August 2-3, 2021 Conference willl bevirtual. Director Jacob Ray will participate in the upcoming State Board of Elections New Director's Training. Al list ofneeded election equipment and supplies was presented tot the Board int the event the county commissioners decide not to use the Help America Vote Act (HAVA) funds toj purchase new ADA voting equipment. HAVA funds must be expended or encumbered by June 30, 2021. Chair Wallin would like for decisions tol be made by May 30thj in order to allow time to expend/encumber Moveable election equipment and supplies (voting machines, laptops, barcode scanners, printers, etc.) arel being updated witht the insurance company to ensure coverage in storage facilities, polling The 2020-2021 budget expenditure: report was presented. Thel linei items willl be adjusted by the  updated as the review progresses.  adequate storage space for the voting equipment and supplies.  Destruction Services.  distribution to the students and: school staff.  the funds.  sites, and during transport.  finance officer prior to the end oft the fiscal year.  Other Matters: need his services.  NCSBE's John Noce commented that hei is available at any time the Board or the Board: staff may Chair Wallin summarized the LCCO lease agreement conditions. The lease agreement increases the monthly lease fee from $125 to $150 per month, ensures the Board aj precinct polling site, and extends thel lease break agreement from 30 days to: six months advance notice from either party. Director Jacob Ray added that the new lease agreement is a continuing agreement and will remain in effect until such time as either party terminates the agreement or requests to renegotiate terms.  Regular Session Minutes 4/21/2021  Page 2 of3    Motion, Seconded (DS, BB) and Carried (5,0) to approve thel LCCO lease agreement: starting Motion, Seconded (DS,ST) and Carried (5,0) to goi into executive session to discuss  July1,2021 and proceed accordingly with the 2 conditions.  personnel.  The Board returned to open session.  Motion, Seconded (BB, DS) and Carried (5,0) tol hire Elizabeth Madorin effectivel Monday, May 3, 2021 as the Deputy Director of] Elections at aj pay rate of$16.00 perhour. Motion, Seconded (BB, DS) and Carried (5,0) to raise the Director'ss salary for Jacob Ray  effective Saturday, May 1,2021 to $40,500annually.  Adjournment:  Motion, Seconded (BB, jw) and Carried (5,0) to adjourn at 5:38 p.m.  -  hoy Sounis  Regular Session Minutes 4/21/2021  Page 3 of3