Madison County Board of Elections Special Session Meeting Minutes December 4, 2019 3:00 p.m.  Thel Madison County Board of Elections met on Wednesday, December 4, 2019 in the Board of Elections Office. Ina attendance: Jerry' Wallin, Chair; Ray Lewis, Secretary; Sandra Tolley, Member; Brian Ball, Member; Dyatt Smathers, Member; Kathy Ray, Director; and 31 members ofthe public.  CalltoOrder:  Chair' Wallin called the meeting to order at 3:00 p.m. and stated the purpose fort thei meeting was to Hel began the discussion by addressing the concerns expressed regarding the Mars Hill Public Library. He commented that the major concern was the campaigning at the entrance to the parking lot. Member Smathers commented that Dr. Lawrence Smith has provided an areai for Mars Hill Public Library poll workers toj park their vehicles and suggested the Board designate an area for campaigning. Member Tolley added that board members have visited all other potential sites in the Mars Hill area and no other place was comparable to thel library. The Board designated the adjoining lot to the right of the main parking lot as the areai for electioneering: and instructed Chair Wallin then addressed the Hot Spring Community Center site andi informed the board that former Mayor Sidney Harrison has notified city officials to reservet the site fort the 20201 Primary Moved, Seconded (RL, BB) and Carried (5,0) to establish the county's three (3) one-stop voting sites for the 2020 Primary Election at HotSprings Community Center, Mars HillE Public Moved, Seconded (DS, BB) and Carried (5,0) to approve the one-stop voting plan as Moved, Seconded (RL, BB) and Carried (5,0) to continue the meeting and add Sandy Mush Precinct Building Improvement Plan, Voting Equipment, and the December18, 2019 regular  develop a one-stop plan for the 2020 Primary Election.  the Director to inform the ChiefJudge to enforce compliance.  Election.  Library, and the Board of Elections. presented by the Director.  meeting under "Other Matters".  Special Session Minutes 12/04/2019 at 3:00 p.m.  Page 1of3    OtherMatters:  Sandy Mush Precinct Building  Thel Director presented aj preliminary sketch to expand the Sandy Mush Building and informed the Board that the Maintenance Director is working on a cost estimate, contracting: a moldi inspection,  and communicating with the Building Inspections Department. Discussion ensued regarding the Sandy Mush Precinct Building.  Member Smathers opined that Sandy Mush Precinct Building must be expanded and improved or closed as a voting site. Hes suggested a timeline bei included ini thei improvement plan fort the expansion to be completed. Members Ball and Tolley emphasized the importance ofe encouraging voter participation and providing each community with an accessible voting site. Moved, Seconded (DS, ST) and Carried (5,0) to add' "Citizens Comment" as the final item of Moved, Seconded (DS, BB) and Carried (5,0) for thel Director to collaborate with the Maintenance Director to develop a mtngengimpemenpin for the! Sandy Mush Precinct Building and submit it to thel Board County Commissioners forinclusion in the  the meeting.  County Building Improvement Plan.  Voting) Equipment  Thel Director presented the Request to Replace Voting Systems Form fort the Board to complete regarding the successful testing oft the AutoMark Ballot Marking Device during the November 5, 2019 Municipal Elections. She informed the Board that she will be: attending the county commissioners meeting on Tuesday, December 10th to request approval to acquire 144 ADA Ballot Marking Devices for the 2020 Primary Election and any second primaries that may result. Discussion ensued regarding the State Board of Elections November 26, 2019 email from North Carolina State Board of Elections Executive Director Karen Bell in which counties were: instructed to not yet proceed to sign a contract for the new voting system (EVS 5.2.2.0) whichi includes the ExpressVote Ballot Marking Device. The Board and Director expressed concern regarding the delay Moved, Seconded (BB, RL) and Carried (5,0) for the Director toj procure a contract tol lease 14 AutoMark Ballot Marking Devices for use during the 2020 Primaryl Election and anys second The Director will continue working with Elections System & Software, the State Board of Elections, and the County Commissioners to acquire and purchase EVS! 5.2.2.0 whichi includes thel ExpressVote  and limited time remaining to prepare for the election.  primaries that may result.  Ballot Marking Devices for use in the 2020 General Election.  Special Session Minutes 12/04/2019at3.00pm.  Page 2 of3    Citizens Comments:  Two citizens commented regarding the condition oft the Sandy Mush Precinct Building.potential A citizen inquired about the electioneering issues at the Mars Hilll Public Library.  funding sources, and needed improvements.  A citizen inquired about the actual propertyl boundaries at the Sandy Mush Precinct Building and A citizen commented that many oft the) problems presented by attempting to have adequate voting Moved, Seconded (DS, BB) and Carried (5,0) to cancel the December 18, 2019 regular  whether there was need to acquire additional property. sites could be solved through vote-by-mail balloting.  meeting. Adjournment:  Motion, Seconded (DS,JW) and Carried (5,0) to adjourn at 4:20 p.m.  Chait FyalAe  Secretary.  b  Special Session Minutes 12/04/2019: at: 3:00 p.m.  Page 30 of3