Madison County Board ofElections  Meeting Minutes - Regular Session (Teleconference)  December 16, 2020 at 3:00 P.M.  Thel Madison County Board ofl Elections held a teleconference meeting on Wednesday, December 16, 2020. Joining the meeting: Jerry Wallin, Chair; Rayl Lewis, Secretary; Brian Ball, Member; Dyatt Smathers, Member; Sandra Tolley, Member; Kathy Ray, Director; and Jacob Ray, Deputy Director.  Call to Order: Agenda:  Chair Wallin called the meeting to order at 3:00 p.m.  Motion, Seconded (DS,JW) and Carried (5,0) to approve the agenda as presented.  Members' Reports:  Chair Wallin commended the recount work and staff.  Minutes:  Motion, Seconded (RL, BB) and Carried (5,0) to approve the November 10,12,13,19,20,23,  30, and December 7, 2020 meetings' minutes.  Director's Report:  Thel Director provided the current December 20201 budget revenue and expenditure report. Discussion ensued regarding the receipt of the Cares Act Supplemental Grant Funds reflected int the Salaries Temporary (4170.1260) and Professional Services Other (4170.1990) line items. She informed the Board that the Cares Act and HAVA Subgrants funds were: administered by the State Board of Elections and disbursed to the county as reimbursement requests for COVID-19 supplies, The Directorinformed the Board that shei is working with thej payrol/benefits coordinator to determine the allowable staff costs for grants reimbursement. Discussion ensued regarding the use ofany remaining funds once: allowable staff costs are prepared: for submission. Thel Deputy Directorinformed the Board that the AutoMark Ballot Marking rental equipment was on schedule to be returned to Printelect. Discussion ensued regarding the rental fees, purchase prices, and annual maintenance fees for both the AutoMark and ExpressVote Ballot Marking  materials, and staff costs are submitted.  Regular Session Minutes 12/16/2020  Page 1of3    devices. The Board and Deputy Director will address thej procurement of ballot marking equipment Thel Deputy Director provided thel Board with a report on the surplus Personal Protective Equipment (PPE). He recommended that the: surplus supplies be offered to the school system. Chair Wallin requested enough masks and wipes be withheld for future in-person board meetings. Motion, Seconded (DS, RL) and Carried (5,0) to allow the donation of the surplus PPE to the Thel Deputy Director continued his reportl by informing the Board that the county maintenance director is working with the owners of Addison Farms Vineyard to develop a plan to repair the  priort to the November 2021 municipal elections.  school system.  broken doorway threshold at the Sandy Mush Precinct polling site.  Other Matters:  A discussion ensued regarding office staff and missed holidays.  Motion, Seconded (DS, RL) and Carried (5,0) to allow the staff to close the Board ofl Elections office Monday, December 21st - Wednesday, December 23rd in lieu ofl lost holidays. A discussion ensued regarding the need for more data on COVID-19 staff costs from the payroll/ Motion, Seconded (RL,) Jw) and Carried (5,0) to continue the meeting on Friday, December  benefits coordinator. 18, 2020 at 4:00 p.m. Meeting Continuation:  Chair Wallin called the meeting back into session on Friday, December 18, 2020 at 4:00 p.m. All Thel Director reported that the State Board of Elections legal department had issued an email with guidance to counties regarding the allowable uses of Cares Act Subgrant funds for overtime, hazard, bonus, and incentive pay. Shei informed the Board that the County Attorney advised the Board of Elections to prepare a resolution for the disbursement ofa any Cares Act Subgrant funds in the form ofo daily bonuses for office work: and board members while responding to the coronavirus pandemic Motion, Seconded (DS, BB) and Carried (5,0) to adopt and approve a resolution to disburse any remaining Cares Act Subgrant funds that are above and beyond allowable staff costs and invoices for supplies, materials, and services to the office staff and Board members ona  Board members, the Director, and Deputy Director joined the meeting.  and preparing for the election.  Regular Session Minutes 12/16/2020  Page 2 of3    percentage basis according to the number of days worked prior to Election Day inl high level The resolution will bei forwarded tot the North Carolina State Board of Elections with a request for any remaining funds tol bes sent to the county for disbursement to office: staff and Board members The Directori informed the Board that a manual edit was needed to the canvass election results as pert the results of the November 20-23, 2020 Machine Recount for the North Carolina Supreme Court Justice Seat 01 contest. The machine recount: results reduced the vote count by one (1) vote for candidate Cheri Beasleyi in the North Marshall Precinct absentee results. The Board gave the Director permission to perform the manual edit to the canvass results. Member Smathers requested that Unity Block Style Canvass Reports for before and after the manual edit be forwarded  exposure and hazardous conditions.  accordingly.  via email to the Board members.  Adjournment:  Motion, Seconded (DS,JW) and Carried (5,0) toa adjourn at 4:17 p.m.  hu Rr Auacnr  Regular Session Minutes 12/16/2020  Page 3of3