Madison County Board ofElections  Meeting Minutes August 12, 2020 Meeting  The Madison County Board of Elections met on Wednesday, August 12, 2020. In attendance: Jerry Wallin, Chair; Ray Lewis, Secretary; Dyatt Smathers, Member; Sandra Tolley, Member; Brian Ball, Member; Kathy Ray, Director; Jacob Ray, Deputy Director; and one member ofthe public.  CalltoOrder: Agenda:  Chair' Wallin called the meeting to order at: 3:00 p.m.  Motion, Seconded (DS, BB) and Carried (5,0) to approve the agenda as amended to add to Other Matters: Petition Amendment Requests, County Commissioner Political Party Nominee, One Stop Planning, and Board of Elections Operations during the COVID-19  pandemic. Members' Report:  All Board members gave the. August 4-5 virtual conference very high ratings and indicated the sessions provided helpful information and guidance for conducting as safe and: successful election MemberTolley expressed appreciation to the Deputy Director for keeping the Board informed of  during the COVID-19 pandemic.  important State Board of Elections communications.  Minutes:  Motion, Seconded (RL, DS) and Carried (5,0) to approve the July 6, 2020 meetings minutes.  Director's Report:  Thel Directorprovided the June 30 and July 31, 2020 budget expenditure: reports.  Thel Director reported that polling sites have been identified for all 12 precincts. Gymnasiums at the regular polling sites willl be used were possible. Signage and onsite poll workers will direct voters to the voting enclosures. Voting sites willl be widely published and communicated across the  county. New) Business:  Regular Session Minutes 8/12/2020  Page 1 of3    The Director provided the Voting Site. Setup and. Sanitation Plan for COVID-19, Risks andi information related to the professional cleaning services agreement for all one stop and Election Day polling The Director informed the Board oft the resignation of election judges Leigh Ann Thibodeau (R- Moved, Seconded (BB, DS) and Carried (5,0) to approve the following election judges and precinctassignments: James Brown (R-Sandy Mush Precinct), Dennis Capps (R-Walnut Moved, Seconded (W, DS) and Carried (5,0) to add to the election calendar supplemental absentee meetings on Tuesday, November 10 and' Thursday, November12: at 9:00 a.m. and Moved, Seconded (RL, BB) and Carried (5,0) to approve 11 temporary office assistants as needed through the conclusion of the November 3, 2020 general election: Karen Sue Vilcinskas (D), Theresa Banks (D), Dave Goforth (D), Dennis McMahan (R), Dennis Capps (R), Doris Capps (UNA), Dean Benfield (D), Gloria Sundquist (R), Wade Gahagan (UNA), Shirley Moved, Seconded (BB, DS) and Carried (5,0) to approve the Polling Sites and Board Office Thel Directori informed the Board that political party chairs have been provided information that will assist them with completing their poll worker assistant recommendations. Thel Director provided a draft private building polling site agreement for the Sandy Mush Precinct polling site at Addison Farms Vineyard. She will work with the owners to finalize a collaborative  sites.  Walnut Precinct) and Darlene Cutshall Shelton (R-Laurel Precinct).  Precinct), and Robbie Patterson (UNA-Laurel Precinct).  the canvass meeting on Friday, November: 13 at1 11:00 a.m.  Ponder (D), and Barbara Shelton (D).  Disaster Relief Plan.  agreement Other Matters:  Discussion ensued regarding COVID-19 risks to Board of Elections Office operations. Moved, Seconded (DS, BB) and Carried (5,0) to relocate the Board of Elections Office to the former Emergency Management Services Building located at 107 Elizabeth Lane, Marshall, NC28753 as soon as possible, and to return to the Madison County Administrative Building located at! 5707 US Hwy 25-70, Marshall, NC: 28753 at the conclusion of the November: 3, Discussion ensued regarding COVID-19 risks at the Board of Elections and Mars Hill Public! Library Moved, Seconded (DS, BB) and Carried (5,0) to amend the one stop plan to relocate the Mars Hill Public Library one stop sitel located at 251 Library Street, Mars Hill, NC: 28754 to the Beech Glen Community Center Gymnasium located at 2936 Beech Glen Road, Mars Hill, NC  2020 general election. one: stop sites.  Regular Session Minutes 8/12/2020  Page 2 of3    28754 and to relocate the Board of Elections one: stop site located at 5707 US 25-70 Hwy, Marshall, NC28753 to ani in lieu ofs site located at Madison County Weliness Center Auxiliary The. Director provided information regarding a recent] posting ofal Petition Signer List Report toa social media website. Thej posting prompted two voters to formally request the Board of Elections amend thej petition to redact their names from any future petition reports related tot this petition. Moved, Seconded (BB, DS) and Carried (5,0) to amend the petition to redact petition signer Jessica Honeycutt (Batch 1,1 Page 18, Line 3) from any future petition reports related to this Moved, Seconded (BB, RL) and Carried (5,0) to amend the petition to redact petition signer Claudia Annette Riddle (Batch 1,1 Page 8, Line 9) from any future petition reports related to The Director provided information regarding the Madison County Democratic Party's Notice of Candidacy (Nominee) submission fort the November 3 2020 general election. The nominee is the  Gymnasium located at 5734 US: 25-70 Hwy, Marshall, NC28753.  petition.  this petition.  replacement candidate for the Madison County Commissioner contest.  Public Comments:  A member oft the public asked ifthe Board of Elections has formed al Multi Partisan Assistance Team (MAT) for voters in assisted living facilities. She emphasized thei importance ofc communicating to voters the changes inl locations for the one stops sites and the Board of Elections office, and requested that a Department ofTransportation: street: sign be placed att the entrance to Elizabeth Lane. Finally, she also asked for guidance and rules regarding the delivery of voted absentee mail in  ballotsand: absentee ballot request forms.  Adjournment:  Motion, Seconded (BB, DS) and Carried (5,0) to adjourn at 4:48 p.m.  Chair  Secretary. Byi  Regular Session Minutes 8/12/2020  Page 3 of3