MADISON COUNTY BOARD OF ELECTIONS REGULARABSENTEE SESSION Board ofl Elections Conference Room Wednesday, November 17,2016  9:00 AM  MINUTES CALLTOORDER  Chair Smathers called the meeting oft the Madison County Board of Elections to order at 3:00 p.m. at the Board of Elections Conference Room and recessed to move the meeting to Room 26. In attendance were 7 members ofthe public; Dyatt F. Smathers, Chair; Ray 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, with flexibility to change the order in which items  are: addressed as needed. APPROVAL OF MINUTES meetings minutes. CHAIR'SREPORT  Moved, Seconded (RL,JW) and Carried (3,0) to approve the October 12, November' 7, and November 8, 2016  The Chair complimented the jobj performance oft the elections staff. The Chair informed those present of the purpose of the meeting.  Chair Smathers added that approximately 11,3001 Madison County voters exercised their right to vote int this election.  MEMBERS' REPORTS DIRECTOR'S) REPORT  Member Wallin commented that election day was smooth.  The October 31, 2016 budget and expenditure report was presented. Thel Director reviewed thei incidents reports from early voting and Election Day.  NEW BUSINESS  Thel Board began the task of approving supplemental absentee and provisional ballots. The Board Chair indicated that each supplemental absentee and provisional ballot application would be reviewed and approved by individual motions.  Thel Board recessed at 10:30: a.m. fora 5 minute break.  Page 1 of4    CITIZEN COMMENTS  A citizen reported that aj pickup truck belonging to the Chief Judge was parked next to the Sandy Mush Precinct Building on Election Day andl had a cap with NRA engraving, clearly visible in the windshield, to voters as they entered the polling place. He commented that the display was a "clearly a form of voter intimidation" and exhibited "poorj judgment on behalf oft the official". Hel hopes the reporting oft thei incident makes a difference in the behavior of election officials in  future elections.  A citizen complimented the election staff's research on thej provisional applications/ballots. The Board continued its review and approval process for provisional applications/ballots. The Board recessed for lunch at 11:54 a.m. and reconvened at 1:00 p.m.  NEW BUSINESS (CONTINUED)  The Board continued its approval and review of the supplemental absentee and provisional applicationslballots. The following is a summation ofthe Board's approval process for supplemental absentee and provisional  applications/ballots: election results.  Moved, Seconded (RL, JW) and Carried (3,0) to extract coded ballot 0S-BOE-104-965 (wrong voter) from the  Moved, Seconded (RL, JW) and Carried (3,0) to deny 2 absentee mail in ballots (see attached).  Moved, Seconded (RL, DS) and Carried (2,0) to deny 1 absentee mail in ballots (see attached). Member Wallin Moved, Seconded (RL, JW) and Carried (3,0) to spoil 4: absentee mail in ballots (see attached). Moved, Seconded (RL, JW) and Carried (3,0) to approve 62 provisional ballot applications (see attached). AI Mars Hill Public Library one stop voter reported tot the poll worker that thei iVotronic machine did not record her candidate selections. The poll worker concurred that she did not hear machine action during the vote: session. The voter was offered aj provisional ballot. Moved, Seconded (JW,RL) and Carried (3,0) to count the provisional ballot of Beech Glen Voter Nina Ledford and extract corresponding coded ballot 0S-MHPL-101-792 from the election Moved, Seconded (RL, JW) and Carried (3,0) to deny 97 provisional ballot applications (see attached). Moved, Seconded (RL, DS) and Carried (2,0) to deny 3 provisional ballot applications (see attached). Member Wallin voted to approve the provisional applications/ballots for Kayla McMahan, Frances Norton, and. Justin Scott The Board acknowledged that it will revisit, prior toi its canvass, any denied provisional ballot applications as pert the ongoing State Board of] Elections DMV: research for any voters who may have attempted al DMV registration. Moved, Seconded (RL, JW) and Carried (3,0) to approve 17 civilian and 1 overseas absentee applications and  voted to approve the ballot.  results.  Collins).  ballots.  NEW BUSINESS (CONTINUED)  Page 2 of4    Moved, Seconded (RL,JW) and Carried (3,0) to duplicate 13i incorrect precinct provisional ballots. Moved, Seconded (RL,JW) and Carried (3,0) to duplicate 1 damaged provisional ballot. Moved, Seconded (RL, JW) and Carried (3,0) to duplicate 2 improperly marked provisional ballots.  Moved, Seconded (RL, JW) and Carried (3,0) to go into closed session at 2:54 p.m. to duplicate provisional ballots.  The Board recessed at 3:50 p.m. and reconvened at 4:00 p.m. The Board recessed at 5:00 p.m. for supper and reconvened at 6:00 p.m. The Board tabulated thej provisional and supplemental absentee ballots. supplemental absentee and provisional applications/ballots results. the one: stop reconciliation, and thel Election Day reconciliation reports. Thel Board reconvened at 10:00 a.m. on Friday, November 18, 2016.  The Board removed the two aforementioned coded ballots from the Unity results and tabulated and reported the approved Moved, Seconded (RL, JW) and Carried (3,0) to approve thel Hand-Eye. Audit, the absentee mail-in reconciliation,.  Thel Board recessed at 7:35 p.m.  A discussion ensued regarding thej process of reconciliation of poll books, authorization to vote forms, and number of A discussion ensued regarding the reconciliation oft the poll books and votes cast at Mars Hill Precinct on Election Day. Moved, Seconded (DS,JW) and Carried (3,0) to goi into closed session to discuss personnel. Back to: regular session  ballots cast.  at 10:41 a.m.  Moved, Seconded (RL, JW): and Carried (3,0) to approve the Supplemehtal Absentee Abstract.  The Director reported on an email from State Board of Elections Executive Director Kim Strach advising counties to delay canvass pending the State Board of] Elections research of voters who attempted to register through the Department  ofMotor Vehicles. CITIZEN COMMENTS notices otherwise.  A citizen commented that she was asked to attend the scheduled canvass meeting by the governor and had received no  A citizen commented that she appreciated being included.  A citizen commented that the Statel Board of Elections will be meeting in Raleigh "week after next" to approve the county  canvasses.  Page 3 of4    Moved, Seconded (RL, JW) and Carried (3,0) to adjourn the meeting at 10:46a.m.  .A Ky Kathy Riypirector Baydkts Ray Lewis, Sécretary  to  Dyatt Smathers, Chairman  Page 4 of4