Madison County Board ofElections  Meeting Minutes  Special Organizational Session - March 1, 2019  The Madison County Board of Elections met on Friday, March 1, 2019: int the Board of Elections Office, Room 16. In attendance: Jerry Wallin, Chair; Ray Lewis, Secretary; Dyatt Smathers, Member; Sandra Tolley, Member; Brian Ball, Member; Kathy Ray, Director; Wade Gahagan, Deputy Director: Larry Leake, North Carolina District Court Judge; and two (2) members ofthe public.  Swearingi in of Board of Elections Members:  Thel Honorable Larry Leake swore in all appointed members of thel Madison County Board of  Elections. CalltoOrder: Agenda: Old Business.  Chair Wallin called the meeting to order at 2:35pm.  Moved, Seconded (DS, RL) and Carried (5,0) to add al Personnel Session to the agendaafter Moved, Seconded (DS, BB) and Carried (5,0) to approve the agenda as amended.  Selection ofl Board Secretary: received no further action.  Moved, Seconded (RL, DS) to nominate Sandra Tolley as BoardSecretary. The motion Moved,Seconded (ST, BB) and Carried (5,0) to nominate Ray Lewis as Board Secretary.  Minutes: minutes. Chair's Report:  Moved,Seconded (ST,DS) and Carried (5,0) toa approve the December 11, 2018 meeting  Chair Wallin presented the Board with a copy oft the State Board of Elections' notice regardingsocial media and stressed caution using social media platforms. He also commented on the current  makeup of the State Board of Elections.  Regular Session Minutes 03/01/2019  Page 1 of5    Member's Reports:  Member Smathers welcomed Brian Ball as the newest: member oft the Board of Elections. He extended his gratitude tol board members and stafff for their due diligencei in election matters. He also extended his gratitude tot the staff for continuing to operate while thel board was dissolved. Member Ball stated he was honored to be aj part oft thel board. He extended his gratitude to the Secretary Lewis stated he was pleased tol have Brian Ball on thel board and for all members to be MemberTolley expressed gratitude to the staff for a successful movel backt to the Board of Elections  board and staff for their work while he was aj precinct official.  reappointed to thel board.  office. Director's Reports:  The Director provided thel December 31,2018 and January 31, 2019 budget expenditure: report. The Director provided an update on the purchase oft the DS200s, rental ofthe AutoMarks, and the The Director provided an update on municipal annexations and provided thel board with the municipal election packets that were distributed tot the municipalities. A discussion ensued about Thel Director provided an update on the Laurel, Sandy Mush, and South Marshall precinct polling locations andj potential polling sites for the municipal election.. A discussion ensued about potential The Director reported that the Board of Elections office had: successfully relocated from the emergency location on Elizabeth Lane to the Madison County Administrative Building and expressed gratitude to all county departments who assisted in the move. The Director provided ai report on needed storage and security upgrades for the Board of Elections The Director provided an update on staff CERA and State certifications. A discussion ensued over The Director provided an update over the status of Photo ID legislation and State Board guidance.. A The Director provided an update on the 2010 Precinct Project and communications with the State Board of Elections on potential polling sites.. A discussion ensued over the evaluation and future use  trade-in for thei iVotronics.  municipal absentee voting.  legislation regarding school safety.  office. A discussion ensued over changing thel locks. the status of board member State certification.  discussion ensued over the legal status oft thel legislation.  of polling sites.  Regular Session Minutes 03/01/2019  Page 2 of5    The Director provided thel board with an agenda for the upcoming! Hickory NCADE Conference. Chair Wallin recommended that all Board Members attend, and a discussion ensued over lodging, A citizen commented that thel board is facing an onerous task and expressed her appreciation to board members and: staff. She further commented on concerns over the future oft the Sandy Mush precinct building and suggested erecting a canopy over the entrance and walkway. A citizen expressed concerns over thej potential impacts of closing the Sandy Mush precinct building and the additional time it would take for some voters to reach an alternate Election Day voting site.  Citizen Comments:  Closed Session - Personnel:  Moved, Seconded (DS,JW) and carried (5,0) to enter Closed Session for aj personnel  discussion.  The board returned to open session at 4:50 pm.  New) Business:  Moved, Seconded (DS, Jw) and Carried (5,0) to allow the North Carolina Department of Moved, Seconded (W,D DS) and Carried (5,0) to destroy audio recordings ofmeetings as per Moved, Seconded (BB, DS) and Carried (5,0) to destroy the handwritten poll books currently Thel Director provided thel board with thej proposed 2019-2020 fiscal year budget. The board requested Director Ray toi inquire with the County's Finance Office about life insurance. for board Moved, Seconded (DS,) Jw) and Carried (5,0) to increase the Director's] pay by $2,000 peryear Moved, Seconded (DS,1W) and Carried (5,0) to increase the Deputy Director's pay by$1,500 Moved, Seconded (DS, jw) and Carried (5,0) toi increase board members' pay who have state Moved, Seconded (DS,JW) and Carried (5,0) to increasel board members' pay who have not Moved, Seconded (DS, ST) and Carried (5,0) toi increase election day pay for election  Natural Resources to microfilm thel board'sminutes.  the 2012 retention schedule. in thel board'spossession.  members.  beginning with the 2019-2020 fiscal year.  per: year beginning with the 2019-2020 fiscal year.  certification to $350.00 per month beginning on March 1, 2019, been state certified to $325.00 per month beginning on March1,2019. assistants to $190.00 beginning with the 2019-2020 fiscal year.  Regular Session Minutes 03/01/2019  Page 3 of5    A discussion ensued over the needs and configurations ofl ballot booths.  Moved, Seconded (DS, BB) and Carried (5,0) to approve the 2019-2020 fiscal year budget Moved, Seconded (DS, ST) and Carried (5,0) to designate the Director to record and maintain Moved, Seconded (DS, Jw) and Carried (5,0) to change the schedule of regular meetings to the third Wednesday of the month at 3:00pm beginning March 20, 2019. Moved, Seconded (ST, DS) and Carried (5,0) to approve rental of the ES&S. AutoMarks for the Moved, Seconded (BB, RL) and Carried (5,0) to table action on the acquisition ofvoting Moved, Seconded (DS,J Jw) and Carried (5, 0) to change all polling sites currently marked as "No" to "Yes," in the column "Could itl Function as aj polling place?" on the State Board of Moved, Seconded (DS, Jw) and Carried (5,0) to remove the' "X" for the column "Insufficient Electrical Outlets" for the Spring Creek Meal Site on the State Board of Elections survey. Moved, Seconded (DS, jw) and Carried (5,0) to remove all "X" for the column Insufficient Moved, Seconded (DS, Jw) and Carried (5,0) to remove: all "X" for the column "Insufficient Moved, Seconded (DS, jw) and Carried (5,0) to remove. all "X" for the column "Other," on the Moved, Seconded (DS, Jw) and Carried (5,0) to change the rating as a potential polling site Moved, Seconded @W, DS) and Carried (5,0) to change the board office locks and to include a Moved, Seconded (DS, BB) and Carried (5,0) toi increase hourlypay for training hours and  proposal as amended. board minutes.  2019 Municipal Elections. booths until al later meeting.  Elections survey.  Space," on the State Board of Elections survey. Parking," on the State Board of Elections survey.  State Board ofl Elections survey.  for the Community Building on Highway 63 to a "3." keypad lock with audit trail on Room 15. temporary office staff to $12.50.  OtherMatters:  The Deputy Director reminded thel board to check their emails frequently.  Regular Session Minutes 03/01/2019  Page 4 of5    Announcements: Adjournment:  Next regular scheduled meeting: March 20, 2019 at 3:00pm. Moved,Seconded (BB,DS) and Carried (5,0) to adjourn.  Minutes. Approved.  3/30/19  ky  54 Kathyl Ray,Director Byh Raylewis,Secretary  AE  Regular Session Minutes 03/01/2019  Page 5 of5