MADISON COUNTY BOARD OF ELECTIONS REGULAR SESSION Board of Elections Conference Room Wednesday, September 14,2016 3:00PM  MINUTES CALLTOORDER  Chair Smathers called the meeting oft the Madison County Board of Elections to order at 3:00 p.m. at the Board of Elections Conference Room. In attendance were 3 members oft the public; Dyatt F. Smathers, Chair; Ray Lewis, Secretary;Jerry Wallin, Member; Wade Gahagan, Deputy Director; and Kathy Ray, Director.  AGENDA  Moved, Seconded (RL, JW) and Carried (3,0) to set the agenda.  APPROVAL OF MINUTES  Moved, Seconded (RL,JW): and Carried (3,0) to approve the August 10,2016 minutes.  CHAIR'S REPORT  The Chair was complimentary of State Board of Elections Member. Jim Baker's decisions regarding non-unanimous one- stop plans. He also addressed the Asheville Citizen Times article Who Will Get Stuck in Line on Election. Day. Madison County statistics revealed that Madison County voters have more actual voting time at the machines than surrounding counties. He added that Madison County is well prepared for the upcoming election with a unanimously approved one-  stop plan. MEMBERS' REPORTS  Secretary Lewis and Member Wallin validated the Chair's comment regarding SBOE Member Jim Baker's decisions  regarding the need for one stop sites across the state.  DIRECTOR'S REPORT  The. July 31,2016 and August 31,2016 budget and expenditure reports were presented. The Director reported that Barcodes Inc. has refunded the Board of Elections $4920 for the return oft the 2D barcode scanners. The Director is working with the finance department to determine ift the funds can be used for December NC: School ofGovernment conference and changing phone services for the current budget year. The scanners were purchased from last fiscal year's Election Officials training is scheduled for Saturdays, October g"h and 15'h at AB Tech Madison Campus. One Stop staff training will be held ini the Board of Elections Room 26 on Monday, October 17t. The State Board ofElections is The State Board of Elections is mandating that iVotronic counties purchase paper ballots at 40 percent of the voter registration. Madison County has complied and authorized the ballot printer Printelect to notify the State Board of Logic & Accuracy testing will begin on Monday, September 19th and continue until completed. The mock election files  funds.  providing weekly webinars and updated training materials.  Elections accordingly.  must be ready to upload to the State Board on Thursday, October 6"h.  Page 1of3    Moved, Seconded (RL, JW) and Carried (3,0) to approve. David Olvera (R) and Jacob Ray (D) to conduct the Logic and Accuracy Testing for the upcoming General election and to authorize the Director to contact. Judy Ball The Director presented the number of voting machines assigned per precinct and one-stop sites for thel November 8, 2016 General Election. Serial numbers of! precinct and one-stop voting machines, laptop computers, and PEBs will be The Director reported that the school system has responded that Laurel Elementary School will have utilities on Election The Director will contact county maintenance to gravel and smooth the drainage gully in the parking lot at Sandy Mush The Director reported that the local board ofelections staff has worked with the State Board of Elections to edit and  (R) and Shirley Ponder (D)ifneeded.  approved and spread in the upcoming October 12th meeting minutes.  Day. The Chair will follow up with the school superintendent to determine readiness and needs.  Precinct. Parking will not be an issue.  correct some of the updated SBOE election documents that are going out across the state.  NEW BUSINESS  Discussion ensued about the need for additional poll workers at all one stop sites. The Director presented one stop data, the decision to code ballots by precinct rather than style, and the need for political balance as reasons for increasing one Moved, Seconded (RL,JW) and Carried (3,0) to approve one stop site worker site assignments, to increase one stop workers from 41 to 6 at both the Board of Elections Room 26: and Mars Hill Public Library sites, and to Moved, Seconded (JW. RL) and Carried (3,0) to approveJane Briggs as thel Mars Hill Precinct Republican. Judge. Moved, Seconded (RL, JW) and Carried (3,0) to change the regularly scheduled absentee meeting time on Moved, Seconded (RL,JW) and Carried (3,0) to approve Frontier VOiP Phone Service for the Board of Elections Moved, Seconded (RL, JW) and Carried (3,0) to approve the One Stop Plan and Security Procedures.  stop staff.  increase from 31 to 4 workers at thel Hot Springs Community site.  Tuesdays October 18", October 251,and November 1t from 5:00 p.m. to 9:00 a.m.  office.  OTHER MATTERS  Moved, Seconded (RL, JW) and Carried (3,0) to move the regularly scheduled November 9th board meeting to November 17" at 9:00 a.m. The regular meeting will be held concurrent with the November 17th supplemental absentee WART Radio will air an updated interview with the Director that will highlight the recent voter law changes for the The Director and Chair will attend a Rotary Club meeting at Mars Hill College Cafeteria on Thursday, September 15"to Moved, Seconded (RL,J JW) and Carried (3,0) to destroy 2012,2014, and 2016 election materials and documents that have lost administrative value as per the 2012 North Carolina Records Retention and Disposition Schedule.  meeting.  upcoming General election. provide election law updates.  Page 2 of3    American Security Shredding will be at the Board of Elections to destroy the election materials on Tuesday, September  27t.  CITIZEN COMMENTS  A citizen inquired about VOiP phone services ifi internet service is disrupted. A citizen complimented the board of elections office staff and expressed her appreciation. A citizen requested. information about the logic and accuracy testing of the voting equipment.  A voter inquired about voter registration forms and needed changes that comply with recent election law changes.  A voter inquired about the use of paper ballots and how many are typically used.  ANNOUNCEMENT  Thel North Carolina School of Government Conference is December 5th and 6"in Durham.  The next Board meeting is Wednesday, October 12,2016.  ADIOURNMENT  ydu Raylewis, Secretary  Moved, Seconded (RL,JW) and Carried (3,0) to adjourn at 4:26P  Chairman  1  Page 3 of3