MADISON COUNTY BOARD OF ELECTIONS REGULAR SESSION Board of Elections Conference Room Wednesday, April 13,2016 3:00 PM  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 61 members oft the public; Dyatt F. Smathers, Chair; Ray Lewis, Secretary; Jerry Wallin, Member; Wade Gahagan, Elections Specialist; and Kathy Ray, Director.  AGENDA  Moved, Seconded (RL, JW) and Carried (3,0) to set the agenda as amended to add a brief closed personnel session. Moved, Seconded (RL, JW) and Carried (3,0) to approve thel March 8 (absentee), 14 (absentee), 15 (absentee),21  APPROVAL OF MINUTES  (absentee), 22 absentee/canyass), and 31 (emergency). meeting minutes.  CHAIR'SREPORT  Chair Smathers complimented the Director's work with the State Board of Elections to reduce the number of paper ballots  that must be purchased for the. June 7 Congressional Primary Election.  DIRECTOR'S REPORT  Thel March: 31, 2016 budget and expenditure report was presented. The current budget is sufficient to fund the. June 7h Thej proposed 2016-2017 budget line items for capital equipment and training will be reduced by $4000 and $1000  Congressional Primary, and there will be no need to request additional funding. respectively. The decreases are: ai result of line item carryover the past two fiscal years.  NEW BUSINESS  Discussion ensued regarding the required number of precinct poll worker assistants for each election. Chair Smathers will make aj personal contact with the State Board to discuss the requirement. He will report his findings to the Board. Thel Director reported on polling enclosure relocations for the schools during the. June 7t Congressional Primary. Madison High and Hot Springs Elementary Schools' voting enclosures will be relocated from the cafeteria and library to the gymnasiums. The relocations are necessary as summer remediation for students will bei in session. Moved, Seconded (RL, JW) and Carried (3,0) to approve the elections staff as presented for the June 7th Congressional Primary Election. Poll worker assistants are still needed at the Sandy Mush and Walnut Precincts. Moved, Seconded (RL, JW) and Carried (3,0) to approve the June 7th Congressional Primary Change in Absentee Moved, Seconded (RL, JW) and Carried (3,0) to approve the June 7th Congressional Primary Resolution to Count  Meeting notice. Absentee Ballots.  Page 1 of2    All one-stop plans for the November 8, 2016 General Election must be submitted to the State Board of Elections no later than July Iit ifthe plan includes a reduction in cumulative hours. A discussion ensued regarding the hours of one-stop Moved, Seconded (DS, RL) and Carried (3,0) to request a reduction in one-stop hours and provide 3 one-stop sites for extended hours during the November 8, 2016 General Election. The plan will include seven 11 hour days, 1 Saturday with an 81 hour day, and 1 Saturday with a 51 hour day for at total of270 cumulative hours. The Director reported on the destruction of campaign finançe records as per the Records Retention and Dispensation The Chair reported on the damage done to the Beech Glen Community Center by moving the voting machines into the storage closet. Repairs have been made to the satisfaction of the community center. The Director indicated that the The Director reviewed numbered memo 2016-08 and the information that will be sent along with the balloting materials  during the General Election. The Board reviewed data related to thej provision of one-stop hours.  Schedule. A list ofc campaign finance records to be destroyed was presented.  machines will be broken down and stored in al locked machine rack during future elections.  toJ June 7th Congressional Primary absentee voters.  CITIZEN COMMENTS to the election laws. sites for elections. tot the Board and Director. OTHER MATTERS  A citizen expressed that she she was supportive oft the reduction in one-stop sites as long as a site was maintained in Hot Springs. She further commented that the Board had demonstrated action worthy of the public'st trust during the changes A citizen commented that she feels absentee mail-in voting for all would resolve issues of staffing and preparing voting Elections Specialist Gahagan announced his one-year anniversary with the Board of Elections and expressed appreciation  Moved, Seconded (RL, JW) and Carried (3,0) to move into closed session for a personnel discussion.  The Chair called the meeting back into session.  Moved, Seconded (DS,JW) and Carried (3,0) to change Elections Specialist Gahagan's title to Deputy Director of  Elections. ADJOURNMENT  Moved, Seconded (JW, RL) and Carried (3,0) to adjourna at  Kathy K aydlurs Ray Lewis, Secretary  Dyatt Smathers,Chair 4  Page 2 of2