MADISON COUNTY BOARD OF ELECTIONS REGULAR SESSION Board of Elections Conference Room Wednesday, April 19,2017 3:001 PM  MINUTES CALLTOORDER  Chair Smathers called the meeting oft the Madison County Board ofl Elections to order at: 3:00 p.m. at the Board of Elections Conference Room. In attendance were: 3 members oft the public; Dyatt F. Smathers, Chair; Ray Lewis, Secretary; Jerry Wallin, Member; Wade Gahagan, Deputy Director; and Kathy Ray, Director.  AGENDA  Moved, Seconded (JW, RL) and Carried (3,0) to move "Closed Session" to follow "Citizens Comments."  Moved, Seconded (RL, JW) and Carried (3,0) to set the agenda.  APPROVAL OF MINUTES  Moved, Seconded (RL,JW) and Carried (3,0) to approve the meeting minutes for March 8, 2017.  CHAIR'S REPORT  The Chair complimented the Wilmington Conference as being one of the best hel has been involved in. He further complimented the Deputy Director's work and efforts at the conference and commented about how well respected he is by The Chair reported on two legislative bills that are pending. House Bill 65 (ifpassed) will provide matching grant funds to counties to assist with purchasing new voting equipment. Senate Bill 68 (if passed) will determine who will be on the The Chair reported that the Director and he will meet with the county political party chairs at al May meeting. The purpose oft the meeting is toi inform the Chairs oft their duties regarding the selection of! precinct officials and poll workers. Member Lewis commented that the Wilmington Conference sessions that included a former State Board of Elections General Counsel staff member and a former North Carolina General Assembly legal staff member were the most Member Wallin commented that the State Board ofl Elections former General Counsel made good points about the importançe ofnon-partisan decision-making among Board members and emphasized decisions that are voter friendly.  thel NCADE. Association.  local and state boards of elections.  MEMBERS' REPORTS  beneficial sessions that he has attended thus far.  DIRECTOR'S) REPORT  The March 31, 2017 budget and expenditure report was presented and discussed. training materials. The list is spread across the minutes of this meeting.  The Director provided a list that specifies the destruction on May g"h ofspecific office and election documents and  Page 1 of3    Thel Director updated the Board regarding the Americans with Disabilities Act (ADA) checklist and survey ofthe Marshall Railroad Depot. A van accessible parking area, a crosswalk on Main Street, and the voter access pathway(s) will have tol be clearly marked. A threshold riser will be required to mitigate the doorway at the entrance of the voting  enclosure. OLDE BUSINESS  Thel Director reported the State Board of Elections has not sent permission for the county toj purchase the requested  DS200s to replace thel M100s that are used to tabulate paper ballots.  NEW BUSINESS noon, 22"d at noon.  Moved, Seconded (JW, RL) and Carried (3,0) to reschedule the regular July 2017 meeting to' Tuesday,July 18"at Moved, Seconded (JW, RL) and Carried (3,0) to reschedule the regular August 2017 meeting to' Tuesday, August Moved, Seconded (RL, JW) and Carried (3,0) to relocate thel Hot Springs Precinct polling site from the Hot Springs Elementary School to thel Hot Springs Welcome Center for the 2017 Municipal Election only. Moved, Seconded (RL,J JW) and Carried (3,0) to relocate thel Mars Hill Precinct and Beech Glen Precinct polling sites from Mars Hill Elementary School and Beech Glen Community Center to the Mars Hilll Public Library for Moved, Seconded (RL,JW)and Carried (3,0) to relocate the North Marshall Precinct and South Marshall Precinct polling sites from Madison High School and Marshall Community Center to the Marshall Railroad Depot for the Moved, Seconded (RL, JW) and Carried (3,0) to transfer Beech, Glen voters that are eligible to votei in the 2017 Mars Hill Municipal Election to the Mars Hill Precinct for the 2017 Municipal Election only. Moved, Seconded (RL, JW) and Carried (3,0) to transfer South Marshall Precinct voters that are eligible to votei in the 2017 Marshall Municipal Election to thel North Marshall Precinct for the 2017 Municipal Election only. Discussion ensued regarding the need for the Deputy Director to obtain GIS certification through Asheville Buncombe Moved, Seconded (RL, JW) and Carried (3,0) to approve the Deputy Director to take the classes and obtain the Thel Director reported to thel Board that Temporary Office. Assistant Jacob Ray will be covering the office on Monday, May 1* for the office stafft to attend al District NCADE meeting and during the week of May g"h for the office staffto  the 2017 Municipal Election only. 2017 Municipal Election only.  Technical Institute. The certification requires the completion of four online classes.  GIS certification.  attend The Election Center classes at Auburn University.  CITIZEN COMMENTS  A citizen inquired about the matching funds for voting equipment referenced inl HB 655. A citizen complimented the office staff's efforts to improve professional skills.  A citizen inquired about the process to fill an unexpected vacancy in the Marshall Alderman'srace.  Page 2 of3    CLOSED SESSION (PERSONNEL)  Moved, Seconded (JW, RL) and Carried (3,0) to goi into a personnel session to discuss salaries. The Chair recessed the meeting at 4:12 p.m. for a short break before beginning the closed session. Moved, Seconded (DS, RL) and Carried (3,0) to return to open session at 4:45 p.m.  ANNOUNCEMENTS  Board Meeting: Wednesday, May 3, 2017 at3:00 p.m. Moved, Seconded (DS,RL) and Carried (3,0) to  Kichy M. Kathy R8, Director Bay Cbuis Ray/Kewis, Secretary  Dyatt Smathers, Chairman  7  Key  Page 3 of3