Madison County Board of Elections  Meeting Minutes  Regular Session - June 21, 2017  The Madison County Board of Elections met on Wednesday, June 21,2017 in the Board of Elections Conference Room, Room 16. In attendance: Dyatt Smathers, Board Chair; Ray Lewis, Board Secretary; Jerry Wallin, Board Member; Wade Gahagan, Deputy Director; and three  members oft the public. Call to Order:  Chair Smathers called the meeting to order at 3:00 p.m.  Chair Smathers announced to the Board and Public that Director Ray had a family emergency  and was unable to attend. Director Ray. joined the meeting at 3:20 p.m.  Agenda:  Chair Smathers, on request of Deputy Director Gahagan, amended the agenda by:  Moving "ES&S Hardware Maintenance Agreement" from "New Business" to "Director's Adding "Closed Session (Personnel)" after "Citizen Comments" and moving "Director's Annual Evaluation" and "Deputy Director's Annual Evaluation" to "Closed Session  Report"  (Personnel)"  Adding "2017-2018 Budget" under "New Business"  Secretary Lewis made a motion: To. set the meeting agenda as amended by the Chair. Member  Wallin seconded and motion carried unanimously.  Approval of Minutes:  The minutes were read from the Regular Session meeting on May 3, 2017. Secretary Lewis made a motion: To. Approve the Regular Session Minutes from the May 3, 2017meeting. Member Wallin seconded and motion carried unanimously.  Regular Session Minutes 06/21/2017  Page 1of4    Chair's Report:  Chair Smathers reported on several bills that would affect Madison County elections and praised State Board of Elections Public Information Officer Patrick Gannon for his timely reports on Chair Smathers informed the Board that he is eligible and will take the State Board of Elections  impending legislative and legal actions.  certification exam at the statewide conference in August.  Members' Reports:  Secretary Lewis reported on the current uncertainty surrounding North Carolina Elections. Member Wallin reported about concerns over the 2017-2018 approved budget.  Director's Report:  Deputy Gahagan presented the May 31, 2017 budget report.  Deputy Gahagan informed the Board that the State Board of Elections has given their final approval to purchase the two requested DS200 Optical Scan Tabulators. A discussion ensued among the Board over the status of equipment certification. Secretary Lewis made ai motion: To authorize Director Ray to purchase two DS200 Optical Scan Tabulators. Member Wallin seconded and motion carried unanimously. Deputy Gahagan informed the Board on the current Certified ElectionsyRegistration Administrator (CERA)certification for both Director Ray and himself.  Deputy Gahagan informed the Board that PrintElect's maintenance team advised the office to replace locks that were more susceptible to compromise. Chair Smathers ordered the staffto Deputy Gahagan informed the Board that due to time constraints, budgetary timelines, and the uncertainty over the future oft the current voting equipment, the Chair and Director administratively proceeded to enter into a one year maintenance agreement with ES&S. Secretary Lewis made a motion: To approve entering into a one year maintenance agreement  expeditiously replace the locks in question.  with ES&s. Member Wallin seconded and motion carried unanimously.  New Business:  Chair Smathers reported on a meeting oft the Mars Hill Senior Group which occurred on June 20,  2017 and was attended by both Director Ray and Himself.  Regular Session Minutes 06/21/2017  Page 2of4    Deputy Gahagan presented the Board with al listing of office records to be properly disposed at the next available opportunity. These records have exceeded the required retention as prescribed  by the North Carolina Department ofCultural Resources.  Other Matters:  The approved 2017-2018 budget was presented to the Board for review.  Discussion ensued over the approved budget. sworn. The action was approved with no objections.  Chair Smathers desired to table discussion on the 2017-2018 budget until the new. Board was Deputy Gahagan informed the Board on issues regarding the State Board of Elections Certification Program. Chair Smathers ordered the stafft to research if Secretary Lewis is eligible tot take the State Board Certification Exam at the August 2017 State Board of Elections  Conference.  Deputy Gahagan informed the Board of additional training opportunities available at the August  2017 State Board of Elections Conference.  Citizen Comments:  A citizen inquired why the law was changed to incorporate one additional board: member in all counties. This citizen also expressed frustration with certain bills currently before the State  General Assembly.  A citizen offered ideas to increase voter participation in municipal elections.  A citizen informed of the possibility ofi increased participation in the upcoming Municipal and  Countywide elections. Closed Session:  Fori issues related to personnel pursuant to G.S. 143-318.11()(0), Secretary Lewis made a motion: To move into closed. session. Member Wallin seconded and the motion carried unanimously. The Board entered closed session at 3:55p.m after a briefrecess in order to At4:20 p.m. Secretary Lewis made a motion: To return to open session. Member Wallin The Board extended their appreciation to Director Ray and Deputy Director Gahagan.  relocate to aj private setting.  seconded and motion carried unanimously.  Regular Session Minutes 06/21/2017  Page 3of4    Announcements:  Chair Smathers announced the next regular scheduled meeting will occur on July 18, 2017a at 12:00 noon. The Chair requested Member Wallin to contact Madison County Clerk ofCourt Mark Cody and request he administer the Oath for Board Members pursuant to G.S. 163-30. Chair Smathers announced that the. August regular session will occur on August 22, 2017 at  12:00. noon. Adjournment:  With no further business, Member Wallin: To adjourn the meeting. Secretary Lewis seconded  and motion carried unanimously. The meeting adjourned at 4:25 p.m.  Minutes Approved S4z  Kathy  Dyatt Smathers, Chair AS  45  byias Ray Lewis, Secretary  Regular Session Minutes 06/21/2017  Page |4of4