MADISON COUNTY BOARD OF ELECTIONS Board of Elections Conference Room  ABSENTEE SESSION March 1, 2016 9:00 AM  MINUTES CALL TOORDER  Chair Dyatt Smathers called the meeting of the Madison County Board of Elections to order at 9:02 a.m. at the Madison County Administrative Offices Building Board of Elections Office. In attendance were Dyatt Smathers, Chair; Ray Lewis, Secretary; Jerry Wallin, Member; and Kathy Ray, Director. Moved, Seconded (RL, JW) and Carried (3,0) to set the agenda and add a closed personnel  AGENDA  session to "Other Matters". CHAIR'S REPORT  Chair Smathers commented that it is Super Tuesday.  MEMBERS' REPORTS  Member Wallin inquired if anyone is aware of any pending. judicial changes to the upcoming election. The Director inquired if Board members had received and read the Numbered Memo 2016-03 from  DIRECTOR'S REPORTS  State Board of Elections Executive Director Kim Strach.  NEW BUSINESS applications.  Moved, Seconded (RL, JW) and Carried (3,0) to approve 17 civilian absentee ballot  Tabulating absentee ballots was postponed until the March 8th meeting.  Moved, Seconded (RL, JW) and Carried (3,0) to employ Jacob Ray for a guaranteed three hours per day as a temporary office assistant through June 7th. He will also continue to work Vacancies exist for poll workers at the Hot Springs (D), South Marshall (R), Ebbs Chapel (R), and Moved, Seconded (RL, JW) and Carried (3,0) to approve the recommendation of Republican  additional office assistance hours as needed.  Walnut (D) Precincts. Party chairs are working to fill them.  Poll Worker Assistant William Briggs III at the Ebbs Chapel Precinct.  Page 1of2    Moved, Seconded (JW, RL) and Carried (3,0) to approve the recommendation of Elizabeth Staude as the temporary replacement Democratic Judge at the Hot Springs Precinct for the  March 15, 2016 Primary Election.  Moved, Seconded (RL, JW) and Carried (3,0) to publish Letter to Voters in the local newspaper. Moved, Seconded (JW, RL) and Carried (3,0) to move into Closed Session to discuss a  The letter is endorsed by all three Board members.  personnel issue. ANNOUNCEMENTS  Next absentee meeting: Tuesday, March 8, 2016 at 9:00 a.m.  Chair Smathers highlighted the guidance in Numbered Memo 2016-03 that the US House of Representative contest results be kept confidential. A discussion ensued regarding the process for  redaction of the contest results and how to maintain confidentiality. Moved, Seconded (JW, RL) and Carried (3,0) to adjourn at 14:00a.m.  Kathy  Smathers, Chair hs  Dyatt   Brydi Ray Lewis, Secretary  Page 2 of2