FXBG City of Fredericksburg Office of Voter Registration & Elections Electoral Board Meeting Minutes Tuesday, October 15, 2024 5:00 pm Meeting called to order by Chair Walker at 5:31 pm. Attendees: EB: Chair Scott Walker Vice-Chair Michael Beyer Secretary David McLaughlin GR: Director of Elections Jessica Atkinson Public Speaker: There were none. Observers: Ken Lecky, Fredericksburg Democratic Party Chair A. Approval of the Agenda The Agenda was approved as posted, without changes. B. Approval of Minutes a. Electoral Board Meeting September 3, 2024. Minutes were approved without b. Electoral Board Meeting September 27, 2024. Minutes were approved without changes. changes. C.N November 5th 2024 Election a. VFW Walk-through. The Electoral Board and General Registrar will conduct a walk-through of the VFW The Electoral Board and General Registrar will meet with Fredericksburg City Public Schools personnel on Friday October 18. They will conduct walk-throughs of Hugh Mercer Elementary School at 11:30 and Walker Grant Middle School at precinct on Friday, October 18 at 3:30 pm. b. Walk-through with School System Personnel. 12:30. 601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: vote@vote/redenckspurgva.gov Web: aisomashwgVAgpae Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections Additional Updates Two sessions of preprocessing have been done, October 8 & October 15. We will have three more sessions of preprocessing on October 22, October 29, and November 2. The preprocessing on November 2 is required by ELECT. Effective October 21, any mail marked "Official Election Mail" will bypass traditional mail processing and will be processed in its home post office to be The Department of Elections is meeting weekly to review any issues and The Governor's Order regarding voter rolls has had no impact. A total of 12 Early voting is going well. We have more than enough Officers of Election to delivered directly to the General Registrar's office. determine whether any changes are needed. voters have been cancelled for non-citizenship. cover the CAP Precinct for Early Voting. D.F Risk Limiting Audit a. Important Dates 1. November 15 Deadline to certify election and file Abstracts. 2. November 18 - State Board of Elections will meet to determine which House of Representatives Districts will perform RLA in addition to the Senate RLA. All 3. November 20 - State Board of Elections will identify which ballots to pull for the jurisdictions will perform Senate RLA. RLA. Senate RLA will be conducted. 4. House of Representatives RLA will be conducted. b. Discussion of RLA procedures. RLA does not use machines. E. Local Rules and Delegations Lecky indicated he had no comments. There have been no public comments regarding the Local Rules and Delegations. Mr. Vice Chair Beyer introduced a Motion to accept the Local Rules as published; Chair Walker seconded the Motion. Vice Chair Beyer also put forth a Motion to accept the Local Delegations as published, which Chair Walker seconded. Both Motions passed unanimously and the Local Rules and Delegations will be posted to the website permanently with a date of publication. 601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: AdAIOANCEDAAORA Web: www.trederckspurgVA.gov/ote Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections F. Closed Session Vice Chair Beyer made a Motion to go into Closed Session pursuant to Virginia Code SS 24.1-410.2 and 24.2-625.1 to discuss matters concerning Election Security, and Virginia Code SS 2.2-3711 and 24.2-115(c) to discuss personnel. The Motion was seconded by Chair Walker and passed unanimously. Time In: 6:01 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. Time Out: 6:23 pm. H. Report of the General Registrar The General Registrar's Report is attached to these Minutes as Appendix A. GR will host a training event on Saturday, October 19, where new and experienced Officers of Election will be able to get hands-on experience with the equipment that will be deployed to the Precincts on Election Day. Having been previously tested for Logic and Accuracy on September 13, each machine used for training will be tested for L&A prior to the Provisional Canvass. I. New Business Chair Walker met with the Police Chief, Fire Chief and Commonwealth's Attorney. The respective Chiefs understand the need to have staff on call, but also not physically present at the Precincts, which may create a military atmosphere. The Emergency Procedure at the Precinct level is for the Precinct Chief to call 911 first, then notify the GR for any incidents requiring intervention. GR will touch back with Jack McGovern for coordination. 601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: vote@vote/redericsDurgvo.gov Web: aimdmatbugVAgpes Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections J. Next Meeting Date Canvass for the November 5 Election will begin on Wednesday, November 6 at 10:00 am. Canvass will continue on November 14 at 1:00 pm for Provisional Ballot Canvass. The next regular meeting will be Tuesday, December 3, 2024. Adjournment Chair Walker adjourned the meeting at 6:45 pm. Respectfully submitted, David Martin Louis McLaughlin Secretary Chair Walker: Wk Vice-Chair Beyer: Secretary McLaughlin: Date: lencklk 3002024 601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: edaldndsDuponA Web: www.tredencksDurgVA.gov/Vote Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections Appendix A DIRECTOR'S REPORT OCTOBER 15, 2024 Precinct 101 201 301 401 402 TOTAL VOTERS 4991 4460 5586 2882 2848 IN PERSON 378 477 509 262 189 BY MAIL 181 172 200 121 091 Totals 20767 1815 765 CITY OF FREDERICKSBURG Learning Lane will not be open in time for Election Day Cowan Blvd will be closed on October 21st. It will affect voters who come from Central Park to vote at Hugh Mercer Elementary School. Finishing Touches at Visitor Center. Move in delayed until November. Walk through Walker Grant and Hugh Mercer are scheduled for October 18th, FXBG CITY SCHOOLS 2024. No school for children on election day. ELECT The State Board of Elections will meet on 11/18/2024 to select the Congressional District for the Risk Limiting Audit. That audit will be a batch comparison audit. NOVEMBERSELECTION Early Voting began on September 20th happen on October 22, 29 and November 2nd. Two sessions of pre-processing have been completed. Pre-processing will Training will begin November 19th, 2024. There will be three types of training: New Officer of Election (open to all), Provisional Paperwork Training and New Polling Booths were received to replace cardboard booths. Chief/Assistant Chief Training 601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: vote@vote.redericksDurgvo.govw Web: mindmatbugVAgpae Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections Appendix A, page 2 OUTREACH General Registrar presented at Campus Votes Summit at UMW on General Registrar presented at Social Justice Conference at UMW on Office had a Voter Outreach booth at the Disability Resource Fair on General Registrar will present on October 16th at the Rappahannock Rotary Cecelia Howell will continue booth at the Library through October 29th to September 13, 2024 September 14, 2024 September 21, 2024 Club, share information about Early Voting. EARLY VOTE DAY is October 29, 2024 601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: vote@vote.redenicsburgva.gov Web: aidedtbwpVAgP.Dae Telephone: 540-372-1030 Fax: 540-373-8381