Madison County Board of Elections  Meeting Minutes  Regular / Special Session - July 18, 2017  The Madison County Board of Elections met on' Tuesday, July 18, 2017 at noon in the Board of Elections Conference Room, Room 16. In attendance: Dyatt Smathers, Board Chair; Ray Lewis, Board Secretary; Jerry Wallin, Board Member; Kathy Ray, Director; and three (3) members of  the public. Call to Order:  Chair Smathers called the meeting to order at 12:07 p.m.  Agenda:  As per guidance from the State Board of Elections, Chair Smathers amended the agenda by: Removing the agenda items "Swearing in of Board Members for the 2017-2019 term" Informing those present that the Board will remain a1 three member Board until new  and "Election of Board Chair and Secretary"; and,  appointments are made.  The aforementioned agenda items are on hold pending further guidance from the State Board of Secretary Lewis made ai motion: To set the meeting agenda as amended by the Chair. Member  Elections.  Wallin seconded and motion carried unanimously.  Approval of Minutes:  The minutes were read from the Regular and Closed Session meetings on June 21,2017. Secretary Lewis made ai motion: To Approve the Minutes) from the June 21, 2017 meeting.  Member Wallin seconded and motion carried unanimously.  Chair's Report:  Chair Smathers reported that he met with the school superintendent to discuss the use oft the schools for polling places. The school superintendent assured the Chair that the school system  Regular Session Minutes 07/18/2017  Page I1of4    will cooperate with adjusting the school calendar and preparing the polling sites as needed during The Chair announced that the Director has obtained the Certified Election/Registration  the primary 2018 election(s).  Administrator (CERA)certification. Members' Reports:  Secretary Lewis congratulated the Director on obtaining the CERA certification. He expressed that he would like to see timely court decisions that will allow Board member appointments and Member Wallin also expressed his concern that the two year terms of office that are North Carolina General Statute driven for Board members and precinctofficials. The delay will  for business to be conducted as usual.  interfere with timely appointments and terms.  Director's Report:  Director Ray presented the. June 30,2017 budget report. Discussion ensued about the cost for primary elections VS. general elections. There was also a short discussion of the impact that the partisan school board election will have on the election coding. The Director reported that the Director Ray informed the Board that Printelect has completed the voting equipment' 's annual maintenance. The machines with the least use will be identified and used in the largest precincts Director Ray provided the Board with a status update on the pending SBOE certification of Director Ray provided a report on the CERA certification classes. Chair Smathers reported that the office was well covered in the absence oft the Director and Deputy Director. Director Ray provided a status report on the changing oft the Board of Elections and Room 26  municipalities reimburse the county for spreading their elections.  and one stop sites during the 2018 election. Election Systems &Software's ExpressVote.  entrance locks. New Business:  The Director informed the Board that the Town of Marshall has completed a thorough review of the Town's boundaries and determined that 7 properties on Mato Road are not located within the Town limits. As a result oft the research, the Town has determined the voters residing at the properties are: not eligible to vote in the Town of Marshall elections. The Board of Elections has adjusted the street range accordingly, removed the affected voters from the Town's voter registration, and mailed them a voter verification card indicating the change in eligibility to vote  in the Town's elections.  Regular Session Minutes07/18/2017  Page 12of4    Secretary Lewis made a motion: To include the letter dated June 27, 2017from the Town of Marshall to Director Ray in the minutes ofthe. July. 18, 2017 board meeting. Member Wallin Director Ray presented the Board with the Sales Order for the two (2) DS 200 voting machines. The sales order has been sent to the county commissioners to initiate the purchase oft the new  seconded and motion carried unanimously.  voting equipment. Other Matters:  The Director presented a Municipal 2017 Candidate List. She added that two county commissioner candidates have filed their campaign finance organizational forms for the 2018  Election. Citizen Comments: website.  A citizen inquired why the April and May 2017 Board meeting minutes are not available on the A citizen commented about the SBOE's efforts toj provide opportunities for public comment on the "dozens" of draft rules that affect election administration and how the system works. He assumed that the local staff boards of elections know about these opportunities toj provide  feedback.  A citizen inquired ifall future meetings will be held at 12:00 noon.  Other Matters (Continued)  Chair Smathers made the motion: That. Jerry Wallin immediately assume the Chairmanship of  the Board. Secretary Ray Lewis seconded the motion.  Discussion ensued regarding the motion in light of the pending court ruling and board  appointments.  Chair Smathers called for the motion the second time, and motion carried unanimously. He  thanked the Board for its collegiality during his term as Chair.  Adjournment:  With no further business, Chairman Wallin made a motion: To adjourn the meeting. Member Smathers seconded and motion carried unanimously. The meeting adjourned at 1:08 p.m.  Regular Session Minutes 07/18/2017  Page 3of4    Minutes Approved Ayptaaa  wallr Chairman  Shr  4z5  lylui Ray Lewis, Secretary  Regular Session Minutes 07/18/2017  Page 4of4