MADISON COUNTY BOARD OF ELECTIONS REGULAR: SESSION Board of Elections Conference Room Wednesday, March 8, 2017 3:001 PM  MINUTES CALLTOORDER  Chair Smathers called the meeting oft the Madison County Board ofl Elections to order at 3:04 p.m. at the Board of Elections Conference Room. In attendance were 41 members ofthe public; Dyatt F. Smathers, Chair; Rayl 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.  APPROVALOF MINUTES  Moved, Seconded (RL,JW) and Carried (3,0) to approve the meeting minutes for February 8: and February 28,  2017. CHAIR'S REPORT  Chair Smathers acknowledged that the Board of Elections lost a very important member of the Board ofl Elections team with the recent passing of Beech Glen Precinct ChiefJ Judge Neal Willis. He reported al huge crowd at the funeral home visitation. He commemorated Mr. Willis for his exemplary service and longevity (over 25 years) as a county poll worker and precinct official, and expressed appreciation for Mr. Willis' efforts. He added that Mr. Willis was fun to be with, Chair Smathers commented that there will be a new Board Chair with the new Board member appointments. The Chair Smathers stated that he had set 2 personal goals to accomplish before the current Board leaves office. The first was to see something done about the voting equipment. Secondly, he wanted to complete thel Board Member Certification  worked hard, on time, knowledgeable, cooperative, and took care of problems. composition ofthe Board will depend upon pending court rulings.  Program.  DIRECTOR'S REPORT  The February 28, 2017 budget and expenditure report was presented and discussed. The Director provided information regarding the Wilmington Conference and expenses.  The Director provided information regarding the 20171 Municipal Election Packets. She indicated that the enclosed cost estimates and the 2017-2018 budget proposal do not include funds for providing absentee voting services. Thel Deputy Director provided information regarding the filing dates for the 20171 Municipal Elections.  CLOSED SESSION (PERSONNEL)  The Chair moved the closed session to follow CITIZENS COMMENTS  Page 1 of3    OLDI BUSINESS  The Chair commented on the problems the Board experienced while using the old election equipment (m100 optical Moved, Seconded (DS, RL) and Carried (3,0) to allow Dr. Ray to negotiate with ES&S the purchase of2 DS200 ballot imagers and software, utilizing the funding the county has set aside for the purchase of new voting  scanners) during the 20161 November General Election.  equipment. NEW BUSINESS  The Director requested 2 temporary staff members cover the office during the. July 20171 Elections' Center classes as the Moved, Seconded (JW, RL) and Carried (3,0) to hire Shirley Ponder and Jacob Ray as temporary office assistants Thel Director requested to move the May 10, 2017 regular Board meeting tol May 3, 2017. The May 10" date conflicts Moved, Seconded (RL, JW) and Carried (3,0) to hold the May Board meeting on May 3", at 3:00 p.m.  classes and the Municipal filing period occur concurrently. during the July Elections' Center classes. with the Auburn University Elections' Center classes.  CITIZEN COMMENTS  A citizen commented about reports of closing out the Sandy Mush Precinct. The citizen requested the criteria for closing precincts. The Chair summarized the Board's action on identifying and rating all the current and potential polling sites during the February 28" special called meeting. He inquired about the use of churches as polling sites. He also expressed that has aj problem with the system that designates party responsibilities and names the parties. He pointed out the growth int the Unaffiliated population and indicated that there are other legitimate political parties that do A citizen expressed concern about the distances voters would have to drive on Election Day if Sandy Mush Precinct is closed. She suggested that many polling site issues could be solved ift the state moved to a voting by mail election system. A citizen commented that, from his understanding, the quality ofl leadership is more ofaj political question. The Board  not have sufficient numbers to get on the restricted ballot and lack sufficient representation.  provides the mechanics. ANNOUNCEMENTS  The next Board ofl Elections meeting is scheduled for Wednesday, April 19, 2017. Thel NCADE District meetingi is scheduled for Tuesday, March 14,2017. Thel Printelect Buyer's Meeting is scheduled for Tuesday, March21,2017. The Wilmington NCADE Conference is scheduled for April 10-11,2017. The Concord SBOE Conference is scheduled for August 7-8,2017.  CLOSED SESSION (PERSONNEL)  Moved, Seconded (DS, RL) and Carried (3,0) to go into aj personnel session to discuss salaries. Director to research exempt VS. non-exempt employment status for future payroll discussions.  The Chair expressed appreciation for thej job performance of Deputy Director Wade Gahagan. Hei informed the Deputy Director that the Board is struggling with the need to keep overtime hours at ai minimum. The Chair has asked the  Page 2of3    The Board reconvened in open session at 4:56 p.m. overtime due to Deputy Director Gahagan.  Moved, Seconded (DS, RL) and Carried (3,0) to use the salaries temp line item in the current budget to pay all the  Moved, Seconded (JW, RL) and Carried (3,0) to adjourn the meeting: at 5:00 p.m.  The Chair adjourned the meeting at 5:001 P.M.  bak,lu Dinector dayleis  -  Kathy Ray,  Smathers, Chairman  Bh  ADyatt  e  Ray Lewis, Seoretary  Page 3 of3