FXBG Cityo of Fredericksburg Office of Voter Registration & Elections Electoral Board Meeting Minutes Tuesday, September 3, 2024  5:30 pm  Meeting called to order by Chair Walker at 5:30 pm.  Attendees:  EB: Chair Scott Walker Vice-Chair Michael Beyer  Secretary David McLaughlin (by phone) GR: Director of Elections Jessica Atkinson Deputy Registrar Margaret Johnson Deputy Registrar Celia Howell Public Speaker: There were none.  Observers: Ken Lecky, Fredericksburg Democratic Party Chair  Mira Shea, Fredericksburg Citizen Jackie Lewis, Fredericksburg Citizen Kathleen Walsh, Fredericksburg Citizen  A. Approval of the Agenda  The Agenda was amended to change the Order of the Meeting. Section E- November 5, 2024 Election, Section G- Risk Limiting Audit, and Section. I- Standard Operating Procedure for Ballot Recount were moved to be discussed before Closed Session. Section H - Fredericksburg Local Rules and Delegations was deferred until such time that the document has been posted for enough time for public review and comment. Vice Chair Beyer moved to accept the Amended Agenda and the Motion was seconded by Secretary McLaughlin. The Amended Agenda was unanimously approved and will  be added to these Minutes as Appendix A.  B. Approval of Minutes  a. Electoral Board Meeting August 6, 2024  Item K - Extension of Amin Solutions, LLC, Contract. Secretary McLaughlin suggested inserting language to further define the services that Amin Solutions  601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: vote@voteiredenicsburgva.gov Web: mimomcbwgVAppuhate Telephone: 540-372-1030 Fax: 540-373-8381    FXBG Cityof Fredericksburg Office of Voter Registration & Elections  provides to the Electoral Board. The language "to provide Equipment Custodial There was also an error made while printing the complete Minutes for the Electoral Board's review. The Voting List Maintenance Frequently Asked Questions Once the clarification was made and the printing was corrected, Vice Chair Beyer made a Motion to accept the Minutes as corrected. Secretary McLaughlin seconded the Motion and the Minutes were unanimously approved and signed.  and Technical Support services" was added.  were incomplete.  C. November 5th 2024 Election a. Extension of Hours  General Registrar proposed one night of evening voting during the Early Voting period. The extended hours would be 4:30-6:30 pm. Chair Walker stated his approval of this plan and suggested two evenings. Vice Chair Beyer questioned the financial impact this would have. GR explained that having 2 Officers of Election for each session of Evening Voting would cost $150.00 ($75.00/Officer), leading to a total of $300.00 for two evenings of extended hours. The dates of Extended Evening Voting were designated as Thursday October 24 and Wednesday October 30, with hours of 4:30-6:30. Secretary McLaughlin moved to accept the revised Early Voting schedule and it was seconded by Vice Chair Beyer. The revised Early Voting schedule was accepted unanimously. Vice Chair Beyer would like a report at the December 2024 Electoral Board including the number of  Voters that participated in the extended hours.  b. Pre-Processing Dates and Times  There are approximately 1500 Absentee Ballots to be mailed. Deputy Registrar Johnson coordinates the Absentee Ballots and Pre-Processing of returned Ballots. She requested four Pre-Processing dates in addition to the mandatory date of Saturday November 2. Secretary McLaughlin put forward a Motion to approve Deputy Johnson's request for a total of five Pre-Processing dates and the Motion was seconded by Vice Chair Beyer. The Motion passed unanimously. The Pre- Processing dates will be Tuesdays, October 8, 15, 22, and 29, and November 2,  starting at 10 am and ending at 12 noon.  Training Dates  Mandatory Officer of Election training must take place by November 1, 2024.  601 Caroline Street Suite 500 Fredericksburg, VA: 22401 Email: vote@voteiredencksDurgva.gow Web: www.trederckspurgvA.gov/Vote Telephone: 540-372-1030 Fax: 540-373-8381    FXBG City of Fredericksburg Office of Voter Registration & Elections  New Officer of Election Training: October 19 at 9:00 am, with make-up on  October 23 at 6:00 pm and October 29 at 10:00 am. Provisional Ballot Training will occur on October 7 and 11.  Chief training will happen October 19 at 11:30 am and October 24 at 6:00 pm. GR has scheduled an Officer of Election Training Extravaganza on October 19, 9:00 am to 1:00 pm. This Open House will showcase all the equipment used at the Precincts on Election Day. Experienced and Rookie Officers of Election will have the opportunity to view and touch the equipment before the pressure of Election Day. They will also be able to ask any questions they may have. The machines that are used during this show and tell will require repeat Logic and Accuracy testing before they can be deployed for Election Day. GR will coordinate  that repeat L&A testing with the Equipment Custodian.  d. Canvass Dates  Canvass of the Vote: November 6, 2024 at 10:00  Provisional Canvass: November 14 at 1:00 pm and November 15 at 10:00 am  e. Emergency Procedures at the Precincts  Chief Walker would like to participate in the Chief Officer of Election training sO that he can emphasize the priority of an emergency preparedness plan. There is an existing document in the Chief's binders outlining procedures and directing chiefs to assign emergency duties to Officers at the beginning of the day. GR will add this to the Chiefs' beginning of day checklist. Electoral Board members will review the existing document and revisit Emergency Procedures at the October 15 Electoral Board Fredericksburg Fire Department Battalion Chief Jack McGovern can be available on Election Day to help coordinate any unplanned emergent events at the Precincts.  Meeting.  f. Ballot Order  GR will order 20,000 Ballots for November 5, 2024 Election.  D.F Risk Limiting Auditing  The Virginia Department of Elections met September 3, 2024, to the process for this  year's Risk Limiting Audit (RLA).  601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: vote@vote/redericksburgva.gow Web: AARdNCbwpVAgR.aE Telephone: 540-372-1030 Fax: 540-373-8381    FXBG City of Fredericksburg Office of Voter Registration & Elections  There are two types of RLA. The first is a Hand Batch Comparison, in which the Virginia Board of Elections will designate a Precinct to be hand counted. The second form of RLA is a Statistical Sample. Some localities may not have enough votes to participate in the Statistical Sample Audit. The Virginia Board of Elections will examine our vote manifests and will advise us if we have enough Ballots to participate  in the Statistical Sample Audit.  The statewide RLA has been scheduled for November 25, 26 and 27.  ELECT has emphasized removing Ballots from tabulating machines on a regular basis toa avoid having large batches. GR proposes removing Early Voting Ballots from the DS200 weekly and inserting them into Envelope 3A, which would be scheduled on Tuesdays, and after Saturday voting since we are anticipating heavy voting on Saturdays. The Ballot removal will be done in a secure room and records will be maintained. This plan would schedule Ballot removal on September 26, October 3, October 101, October 17, October 24 after evening voting, and October 31. There would be a different Envelope 3A for each emptying of the Ballots. Secretary McLaughlin presented a Motion to accept GR's plan to empty the DS200 tabulating machine following the above schedule. Vice Chair Beyer seconded the The Motion and Second were then withdrawn to facilitate a discussion regarding the removal and handling of Ballots. Vice Chair Beyer would like fewer opportunities for physical handling of voted Ballots. Discussion was held and a compromise was The revised schedule for emptying the DS200 of marked Ballots will be October 8, October 15, October 22, and October 29. There is an understanding. that the DS200 will also be emptied on an as needed basis, i.e., machine jam or malfunction. The Electoral Board stressed increased participation by parties during the scheduled Ballot Secretary McLaughlin put forth a Motion to accept the revised Ballot Retrieval schedule and Vice Chair Beyer seconded the Motion. The Motion passed  Motion.  reached.  retrievals.  unanimously.  E. Standard Operating Procedure for Ballot Recount a. Draft Recount Standard Operating Procedures  601 Caroline Street Suite 500 Fredericksburg, VA: 22401 Email: vote@votelredenckspurgvagov Web: incrathugVApa.ate Telephone: 540-372-1030 Fax: 540-373-8381    FXBG City of Fredericksburg Office of Voter Registration & Elections  GR presented a draft of a general Standard Operating Procedure for a Ballot Recount. Vice Chair Beyer is interested in a more in-depth, Fredenickspurg-spedific plan to be implemented in the event of a recount in Fredericksburg. There was a discussion of Recount details specific to Fredericksburg:  Precinct Chiefs and Assistant Chiefs are the preferred team to conduct the  Recount, ensuring party parity. Judge will determine local specifics GR has no authority in a Recount  Each locality will provide their wants to the Court Judge will choose which procedures to implement  Vice Chair Beyer wants all Fredencesburg-speciic details outlined in the SOP.  F. Closed Session  Vice Chair Beyer made a Motion to go into Closed Session pursuant to Virginia Code $24.1-410.2 and $24.2-625.1, to discuss matters concerning Election Security, and Virginia Code $2.2-3711 to discuss personnel. The Motion was seconded by Secretary There was a brief recess of the Meeting prior to the start of the Closed Session, which began at 6:57 pm. The recess ended and the Electoral Board commenced the Closed  McLaughlin.  Session at 7:04 pm.  G.C Certification of Closed Session  Upon a motion by Vice Chair Beyer and seconded by Secretary McLaughlin, and passed by affirmative vote in Open Session, it was certified that only public business matters lawfully exempted from open meeting requirement and only such public business matters as were identified in the Motion by which the Closed Session was convened, were heard, discussed, or considered in the Closed Session of the Electoral  Board.  Closed Session ended at 8:00 pm.  H. Approval of Preliminary Officer of Election Roster  The preliminary Roster of Officers of Election was discussed and amended during Closed Session. Following a Motion by Vice Chair Beyer and a second by Secretary McLaughlin and a unanimous vote during Open Session, the Amended Roster was approved.  601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: vote@votelredericksDurgva.gow Web: iscrathugVApp.ate Telephone: 540-372-1030 Fax: 540-373-8381    FXBG City of Fredericksburg Office of Voter Registration & Elections  I. Approval of Equipment Custodian Contract  The Electoral Board has not received a proposed Contract renewal from Amin Solutions, LLC. Therefore, this item has been deferred until such time that the Electoral Board has  received and had time to review the proposed Contract.  J. Approval of Security Plan  After a Motion by Vice Chair Beyer and a second my Secretary McLaughlin, the Security Plan was approved by unanimous vote. It was signed by all members of the Electoral  Board and will be filed with the Virginia Department of Elections.  K. Approval of ADA Compliance  Upon a Motion by Vice Chair Beyer with a second by Secretary McLaughlin and followed by unanimous vote, the Americans with Disabilities Act (ADA) Compliance document was accepted and signed. It will be filed with the Virginia Department of  Elections.  L. Appointment of New Officers of Election  Appointment of New Officers of Election was deferred until the December 2024  Electoral Board Meeting. M. Report of General Registrar  Ad copy of the Director's Report will be attached at the end of these Minutes as  Appendix B. N. New Business  a. United Way benefit golf tournament. A donation was made in honor of the General b. GR will create kits for the Electoral Board to carry on their rounds on Election Day. Local Rules and Delegations and GR and Electoral Board Duties and Delegations documents have been to the Electoral Board Page of the City website. They are  Registrar and Electoral Boad.  prominently located on the left side banner.  601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: medaidatDpacse Web: miadmatbugVAgphate Telephone: 540-372-1030 Fax: 540-373-8381    FXBG City of Fredericksburg Office of Voter Registration & Elections  O. Next Meeting Date  The next meeting will be Tuesday, October 15, 2024.  Adjournment  Chair Walker adjourned the meeting at 8:27 pm.  Respectfully submitted, David Martin Louis McLaughlin Secretary Chair Walker: Vice-Chair Beyer: Secretary McLaughlin:  h  Date: Ohbs 2024  hae  601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: vote@votefredericsDurgvo.gow Web: www.fredericksburgVAgow/Vote Telephone: 540-372-1030 Fax: 540-373-8381    FXBG City of Fredericksburg Office of Voter Registration & Elections Appendix A, page 1 Agenda, as Amended Electoral Board Meeting September 3, 2024, 5:30 pm  Voter Registration Office, Executive Plaza 5th Floor  Public Speakers  The Electoral Board provides this opportunity for comments from voters before the start of the meeting. Comments relevant to the registration of voters, the establishment of voting precincts, and polling places, and the conduct of the elections are welcome. To be fair to everyone, please observe the five-minute time limit and yield the floor when the Chair of At this point the Board will Open the Meeting. All speakers and those observers who have waived their right to speak are reminded that at this point you are clearly and only observers. You are not invited to interrupt nor attempt to engage Board members in  the Electoral Board indicates that your time has expired.  Observers  discussion of Board Agenda items or other business.  A. Approval of the Agenda B. Approval of Minutes  a. Electoral Board Meeting August 6, 2024 C.N November 5th 2024 Election a. Extension of Hours b. Pre-Processing Dates and Time Training Dates d. Canvass Dates e. Emergency f. Additional Need D. Risk Limiting Auditing  E. Standard Operating Procedure for Ballot Recount a. Draft Recount Standard Operating Procedures  601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: vote@vote/redericsDurgvo.gov Web: www.tredericksburgVAgov/Vote Telephone: 540-372-1030 Fax: 540-373-8381    FXBG City of Fredericksburg Office of Voter Registration & Elections Appendix A, page 2  F. Closed Session  The Electoral Board will goi into Closed Session pursuant to Virginia Code $24.1-410.2 and $24.2-625.1, to discuss matters concerning Election Security, and Virginia Code $2.2-3711 to  discuss personnel.  G. Certification of Closed Session  H. Approval of Preliminary Officer of Election Roster I. Approval of Equipment Custodian Contract  J. Approval of Security Plan K. Approval of ADA Compliance L.A Appointment of New Officers of Election M. Report of General Registrar N. New Business 0. Next Meeting Date  The next meeting will be Tuesday, October 15, 2024.  Adjournment  601 Caroline Street Suite 500 Fredericksburg, VA: 22401 Email: vote@vote/redericksburgya.goy Web: www.tredencksDurgVA.gov/Vote Telephone: 540-372-1030 Fax: 540-373-8381    FXBG City of Fredericksburg Office of Voter Registration & Elections Appendix B, page 1  DIRECTOR'S REPORT SEPTEMBER 3, 2024  Precinct  Active  Inactive  All  101 201 301 401 402  4402 3999 5043 2583 2426  537 345 468 274 377  4939 4344 5511 2857 2803  Totals  18453  2001  20454  CITY OF FREDERICKSBURG  Windows will be installed on Wednesday September 4th and Thursday September 5th Front entrance will be opened by September 16th. Ballot box will be installed by 7th floor electrical upgrade will take place weekend of September 14th.  09/19/2024.  Visitor Center will move in mid-October  Website for Office of Voter Registration and Elections website was updated. Small changes are being made to include highlighting that Early Voting is held at 601 Discussed with Public Facilities about installing permanent signs delineating the 40 Looking to update signs per discussions with Department of Planning  Caroline Street. ftnon-electioneering area.  ELECT  State Board of Elections met September 3, 2024, met to decide the method of the Assisted ELECT to process Independent Candidates' petitions for President. General Registrar and Cecelia Howell attended the Tabletop the Vote event put on  Risk Limiting Audit.  by CISA and attended by other states. Ballot review will begin on September 6th, 2024  NOVEMBERSELECTION  Poll Pad Operating system updated, and new app installed Maggie Johnson is working on Absentee FAQs to post on the website. Approved and ordered absentee envelopes  601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: vote@votelredericsDurgvo.gov Web: www.fredericksburgVAgov/Vote Telephone: 540-372-1030 Fax: 540-373-8381    FXBG City of Fredericksburg Office of Voter Registration & Elections Appendix B, page 2  Made an enclosure about the Constitutional Amendment for mail out absentee  ballots  Working on updating training materials Ordering new supplies including 7 new voting booths Received Constitutional Amendment handouts and Voter Guides  OUTREACH  General Registrar and Cecelia Howell conducted on site voter registration Great community engagement with Voter Outreach booths at FredNats game Office will observe the election of Gus on September 5th and Results announced on The Voter Outreach booths at library will resume September 17th General Registrar will present at Campus Votes Summit at UMW on September General Registrar will present at Social Justice Conference at UMW on September Office will have a Voter Outreach booth at the Disability Resource Fair on General Registrar will present on October 16th at the Rappahannock Rotary Club  Cecelia Howell attended state voter registration training  September 6th 13, 2024 14, 2024 September 21, 2024  601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: vote@vote/redericsDurgyo.gov Web: www.tredericksburgVAgov/Vote Telephone: 540-372-1030 Fax: 540-373-8381