MADISON COUNTY BOARD OF ELECTIONS SPECIALS SESSION MADISON COUNTY BOARD OF ELECTIONS ROOM 16 TUESDAY,PEBRUARY: 28,2017 9:00. AM  MINUTES CALLTOORDER  Chair Smathers called the meeting of thel Madison County Board ofl Elections to order at 9:04 a.m. In attendance was one member oft the public; Dyatt F. Smathers, Chair; Ray Lewis, Secretary; Jerry Wallin, Member; Kathy Ray, Director of  Elections; and Wade Gahagan, Deputy Director.  AGENDA  Chair Smathers stated the purpose for the special called meeting as follows: 1. Toc complete the State Board of Elections (SBOE) Polling Site Survey, 2. Toa approve the polling sites for the November 2017 Municipal Elections, and  3. Toapprove the 2017-2018 FY Budget Proposal  POLLING: SITESURVEY special meeting.  The Chair expressed his displeasure with the timing of and deadline for responding to the SBOE survey thus requiring the  The Director explained that the survey spreadsheet includes both used and potential polling sites.  The Chair suggested that the Board discuss and reach consensus regarding the completion of the survey. Secretary Lewis and Board Member Wallin agreed. The Board was further charged that each polling site was to be rated on as scale from Thel Board discussed, reached consensus on thei issues and rating, and completed the survey (see attached) for the individual polling sites on the spreadsheet with the exception ofthe Precinct Building on Hwy 63. Following a robust discussion of the Sandy Mush site, the Board was unable to reach consensus; and Chair Smathers called for a motion and Motion by (JW) to rate Sandy Mush Precinct Building a Level 3. The motion died for lack ofa second. Moved, Seconded (RL, DS) and Carried (2,1) to rate Sandy Mush Precinct Building al Level 1. Member Wallin  Levels 1-5, with al Level 1 being the lowest rating and al Level 5 being thel highest.  vote.  voted against the motion.  The Board recessed at 10:30 a.m. and reconvened at 10:40a.m. The Board continued its work of discussing and rating oft the polling sites.  The Board identified and added to the survey spreadsheet' Thel Madison County Library: - Marshall, 13351 N Main St, Marshall, NC: 28753; Ebbs Chapel Fire Department, 6801 Puncheon Fork Rd, Mars Hill, NC 28754; and' The Marshall  Depot, 282 S Main St, Marshall, NC: 28753 as potential sites to rate.  MUNICIPAL POLLING SITES  Page 1of2    Board members canvassed town leaders fort their input on polling site locations and reported ont their findings. Discussion ensued regarding the polling site for the' Town of] Marshall November 2017 Municipal Election. Moved, Seconded (JW, RL) and Carried (3,0) to approve The Marshall Depot, 282 SI Main St, Marshall, NC: 28753 Discussion ensued regarding the polling site for the Town of Mars Hill November 2017 Municipal Election. Moved, Seconded (RL,JW) and Carried (3,0) to approve Mars Hill Public. Library, 25 Library St, Mars Hill, NC Discussion ensued regarding the polling site for the Town ofHot Springs November 2017 Municipal Election. Moved, Seconded (DS,JW) and Carried (3,0) to approve Hot Springs Welcome Center, 1061 Bridge Street, Hot  as the polling site.  28754 as the polling site.  Springs, NC28743 as the polling site. 2017-2018 BUDGET PROPOSAL  The Chair recessed the meeting at 11:30: a.m. and reconvened at 11:45 a.m.  Discussion ensued regarding the 2017-2018 budget proposal. The Director informed the Board that the budget proposal reflects funds necessary to conduct both the primary and the municipal elections. She elaborated that primary elections are the most complex and expensive due to costs associated with preparing for partisan contests. The budget proposal also reflects required funds for new voting equipment testing, for the addition ofaf fourth board member (pending court ruling), and for training ofnewly appointed precinct judges. Thel Board ofE Elections will collect approximately $24K in  revenue funds from filing fees, voter lists, and municipal elections costs. The Chair recessed the meeting for lunch at 12:15 p.m. and reconvened at 1:15 p.m.  The Director provided thel Board with accumulated vacation, sick, and compensatory time for the office staff. She informed Board members that the 2017-2018 budget proposal does not include funds to cover the costs ifl leave time is  taken and office coverage is needed or in the event compensatory payment becomes necessary. Moved, Seconded (RL,JW) and Carried (3,0) to approve the 2017-2018 Budget Proposal.  The Director commented on the Savannah, GA Election Center workshop content and provided the Board the School of  Government Conference materials. ADJOURNMENT fu Kuy Kathy) RaDirdor - havy du Rayfewis, Secretary  The Chair adjourned the meeting at 1:30 p.m.  Smathers,Chair  fatfus  Page 2 of2