Madison County Board of Elections  Meeting Minutes  Canvass / Regular - November 17, 2017  11:00 A.M.  The Madison County Board of] Elections met on Friday, November 17,2017at1 11:00 a.m. in the Board of Elections Conference Room. In attendance: Jerry Wallin, Chair; Ray Lewis, Secretary; Dyatt Smathers, Member; Kathy Ray, Director; Wade Gahagan, Deputy Director; and three (3)  members of the public. Callto Order:  Chair Wallin called the meeting to order at 11:00 a.m.  Agenda:  Member Smathers made a motion: Toset the agenda as amended to add tabulation ofany approved provisional votes. Secretary Lewis seconded the motion, and the motion carried  unanimously. Approval of Minutes:  Member Smathers made a motion: To approve the October 11,2017, minutes as amended.  Secretary Lewis seconded, and the motion carried unanimously.  Chair's and Members' Reports:  Chair Wallin reported that the county commissioners approved the purchase of the 21 DS200 digital imagers to be used to tabulate paper ballots in the 2018 Primary and all future elections. Member Smathers reported that the Board ofElections has mailed al letter and resolution to select representatives, the County Commissioners Association, and the State Board of Elections requesting an extension of the deadline to decertify the iVotronic voting machines.  Canvass:  Member Smathers made ai motion: To approve 1E Hot Springs Municipal provisional ballot. Secretary Lewis made a motion: To deny 2 North Marshall. Municipal provisional ballots.  Secretary Lewis seconded, and the motion carried unanimously. Member Smathers seconded, and the motion carried unanimously.  Canvass/ / Regular Session Minutes11/17/2017  Pagel1of3    Secretary Lewis made a motion: To deny. 1 South Marshall Municipal provisional ballot.  Member Smathers seconded, and the motion carried unanimously. The Board reviewed the ballots cast reconciliation reports. The Board reviewed the write-in tabulation report for eachj precinct.  The Board agreed unanimously to duplicate and tabulate the lapproved Hot Springs Precinct provisional ballot. The ballot was duplicated due to a write-in vote that was not properly coded Member Smathers made a motion: To go into executive session to duplicate the 1 provisional Member Smathers made ai motion: To return to open session. Secretary Lewis seconded, and  on the original ballot.  ballot. Secretary Lewis seconded, and the motion carried unanimously.  the motion carried unanimously.  The canvass reports were prepared and reviewed by the board. Lewis seconded, and the motion carried unanimously.  Member Smathers made ai motion: To certify the 2017 Municipal Election results. Secretary  Director's Report:  The Director provided budget reports for the months of September 30 and October 31,2017.  The Director provided the election estimates for each municipality.  The Director reported that the county attorney has reviewed the election equipment purchase contract and added some statutory language to Page 9, Section 12. The contract documents are  ready to forward to Election Systems & Software.  New Business:  The Director presented an amended list of voting equipment that was used during the 2017 Municipal elections. Onei iVotronic machine and 4 PEBs had to be replaced during Logic & Accuracy testing. Member Smathers requested a report on battery replacement for all PEBS. Member Smathers made a motion: To approve the substitution of the voting machine and media as listed for the November " municipal election as presented by the Director. Secretary The Director commented on the aging of the election equipment and stated that the office is short staffed on Election Day. She indicted the need for additional staff with the expertise and experience to provide a variety of election services on Election Day, depending upon immediate needs. She indicated that an alternate option would be tol hire one of Printelect'son-site  Lewis seconded, and the motion carried unanimously.  Canvass/F Regular Session Minutes 11/17/2017  Page. 2of3    technicians for the day before, the day of, and the day following Election Day. Printelect's Secretary Lewis made a motion: To accept the resignation ofHot Springs Precinct Republican Judge Micheal Gahagan. Member Smathers seconded, and the motion carried unanimously. Member Smathers made a motion: To approve the appointment of Gloria Sundquist as Hot Springs Precinct Republican Judge. Secretary Lewis seconded, and the motion carried  onsite service costs approximately $3600 per election.  unanimously. Citizens Comments:  A Sandy Mush citizen commented that some Sandy Mush residents are paying for emergency services from two counties (both Madison and Buncombe). Since the affected Sandy Mush residents receive their emergency services from Buncombe County, he suggested that the commissioners consider using the percent paid to Madison County to improve the Sandy Mush precinct building. He proposed a used mobile home bej purchased and renovated for a precinct Chair Wallin responded that the county does not own enough property at the polling site to make necessary sewer and water upgrades. He suggested the existing building be expanded. Discussion ensued about the possibility of gaining more property for building expansion from A citizen remarked that the need for more office staff and/or technical assistance during Election  building.  the current owners.  Day be placed on the next Board agenda.  Announcements: Adjournment:  Next Regular Meeting: Wednesday, December 13, 2017 at 3:00 p.m.  With no further business, Member Smathers made a motion: Toa adjourn the meeting. Secretary Lewis seconded, and the motion carried unanimously. The meeting adjourned at 12:45 p.m.  Minutes Approved Ae 13, 3017  Kathy Bk Ray Lewis, Secretary  Jery Wallin, Chairman AM    Canvass/ / Regular Session Minutes11/17/2017  Page 3of3