MADISON COUNTY BOARD OF ELECTIONS Board of Elections Conference Room  ABSENTEE SESSION March 15, 2016 9:00 AM  MINUTES CALL TOORDER  Chair Dyatt Smathers called the meeting of the Madison County Board of Elections to order at 9:10 AM at the Madison County Administrative Offices Building Board of Elections Office. In attendance were Board Members Dyatt Smathers, Chair; Ray Lewis, Secretary; Jerry Wallin, and Kathy Ray,  Director.  DIRECTOR'S REPORT  The call to order at 9:00 a.m. was delayed as the Director needed to bring the Board up to date on urgent technical assistance that was needed at the precincts. Temporary Poll Worker. Assistant Jacob Ray observed that the iVotronic machines' time settings were incorrect when assisting the Laurel Precinct and Director with troubleshooting an iVotronic that had lost power during opening. The Director followed up and informed the Board that Printelect's Michael Lemon confirmed that the Votronics' internal clock was incorrect due to the legislative change to Daylight Savings Time. He also reported that other counties had deployed local staff to correct the time setting so the iVotronics will prompt to close at the proper time. The Chair duly noted that ES&S should bear the responsibility for this. Mr. Ray was instructed to have chief judges or judges of both political parties observe the Moved, Seconded (RL, JW) and Carried (3,0) for Temporary Office Assistant Jacob Ray to travel across the county to all precincts to correct the time settings on the machines and reimburse his travel costs accordingly. The Director will inform the State Board of Elections of the The Director informed the Board that and electrical circuit at the Laurel Precinct had lost power during the opening of the Votronic machines which prevented the printing of the zero tape. The Director completed printing the zero tape while judges observed. Printelect's Michael Lemon instructed the Director on how to close the Laurel voting machines if there are problems. Other precincts that had difficulty and needed assistance with printing zero tapes were Grapevine, North Marshall, and Hot The Director also reported that the locked security gate at the high school did not delay the opening of the polls at 6:30 a.m., and that the landline phone at the Laurel Precinct was not working. Moved, Seconded (RL, JW) and Carried (3,0) to approve Pamela Frady as a Democratic poll The Director reported that Republican poll worker assistant Debbie Shelton did not report to the North The Chair reported that Eleanor Grant had not reported tot the Beech Glen Precinct when he was there at 6:00 a.m,. and the Mars Hill Precinct could not find the payroll forms int the election supplies.  administrative correction to each voting machine's time setting.  problem and the local Board's action to resolve it.  Springs.  worker assistant at the Ebbs Chapel Precinct.  Marshall Precinct for duty.  Page 1of2    The meeting was recessed at 9:28 a.m. and will reconvene at 2:00 p.m. to begin counting the  absentee ballots.  ABSENTEE MAIL IN BALLOTS  Moved, Seconded (JW, RL) and Carried (3,0) to approve 2 civilian and 1 overseas absentee  ballots.  The meeting reconvened at 2:00 p.m. with all Board members present.  COUNTING OF ABSENTEE BALLOTS  The meeting reconvened at 2:00 p.m., and the counting of the absentee ballots began in Room 26 The counting progressed to reading of the early one-stop voting flash cards, reading and counting the absentee paper ballots using the M100 optical scanner, and manual entry of hand counted absentee Results were reviewed and the ASCII file was prepared and uploaded into the Election Reporting  with the printing of the one-stop results tapes and removal of the flash cards.  paper ballots into the Unity Election Reporting software. software for prompt release at 7:30 p.m. COUNTING OF ELECTION DAY BALLOTS  Master PEBS for all precincts were read into the Unity Election Reporting software. Curbside paper ballots were read and counted using the M100 optical scan and hand count. Curbside results were entered into the Unity software and transferred to Election Night Reporting for public viewing. Sandy Mush Precinct did not close the Votronic machines upon the closing of the polls at 7:30 p.m. Moved, Seconded (DS, RL) and Carried (3,0) for the Director and Chief Judge to close the Sandy Mush Precinct iVotronic machines and retrieve the results. Machines were set up in the Board of Elections for closing. The Chair observed the process, and the Chief Judge signed the  results tape. ELECTION REPORTS ADJOURNMENT  Printed Election Night reports (CANVASS BLOCK) from Unity and Election Night Reporting software.  Moved, Seconded (RL, JW) and Carried (3,0) to adjourn at 11:30-P.M.  Kathy Ray,  Smathers,Chair K  Dyatt  Ray Lewis, Sedretary    Page 2 of2