FXBG City of Fredericksburg Office of Voter Registration & Elections MINUTES Electoral Board Meeting Tuesday, February 4, 2025 5:30 pm General Registrar's Office, Fredericksburg City Center Meeting called to order by Chair Walker at 5:30 pm. Attendees: EB: Chair Scott Walker Vice Chair Michael Beyer Secretary David McLaughlin GR: Director of Elections, Jessica Atkinson Public Speakers: There were none. Observers: Ken Lecky, Fredericksburg Democratic Party Chair Carol Wachter, Fredericksburg Citizen A. Approval of the Agenda The Agenda will be amended to allow time for the Report of the General Registrar after Item E New Business. With this amendment, the Agenda was approved unanimously. The Amended Agenda is attached to these Minutes as Appendix A. B. Approval of Minutes a. Electoral Board Meeting November 6-15, 2024. The Minutes of the November 5 2024 Canvass of the Vote were approved without changes. b. Electoral Board Meeting December 3, 2024. Minutes were approved without changes. C. Equipment Custodian Requirements In the past, the Equipment Custodian was responsible for routine IT maintenance on poll pads and tabulating machines. He performed Officer of Election training on poll pads and assisted with Logic & Accuracy testing of all equipment. He also coordinated a team who transported to and retrieved from the appropriate Precincts all supplies and equipment. He was on call on Election Day to troubleshoot any equipment glitches that may have occurred. 601 Caroline Street Suite 500 Fredericksburg. VA 22401 Email: vote@vote.fredericksburgva.gov Web: www.fredericksburgVA.gov/Vote Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections Electoral Board Meeting Page 2 February 4, 2025 GR recommends not hiring a replacement Equipment Custodian. GR and Staff have assumed routine duties previously performed by the Equipment Custodian, i.e., downloading poll books, uploading daily Voter credit, and L&A testing. Maintenance and repairs are provided by the equipment vendors, as well as once-a- year preventive maintenance. GR will be advertising for a part-time employee to assist with organizing and managing equipment and supplies to be deployed to Precincts and managing the team that transports and retrieves Election Day supplies and equipment. The position will also be responsible for any Election Day issues that arise at the Precincts, allowing GR to remain in the Office. This person will also serve as an administrative back-up in the office. Vice Chair Beyer moved to table the discussion and revisit it in Closed Session. Secretary McLaughlin seconded. The Motion passed unanimously. After additional discussion during Closed Session, Vice Chair Beyer moved to accept GR's recommendation not to hire a new Equipment Custodian. Secretary McLaughlin seconded. The Motion passed unanimously. D. Replacement Precinct for New City Fellowship GR sent a letter to City Council advising of the need to designate a new facility to house Precinct 201. The next step is a follow-up letter to City Council suggesting possible sites for the new Precinct. Code requires 90 days advance notice of moving a Precinct in order to provide ample notification to affected Voters. Therefore, the deadline for moving 201 is March 18. Code does provide for an emergency relocation of a Precinct should the process not be completed by March 18. Appointment of a new Precinct can be achieved by the City Council holding public hearings and making decision or the Attorney General has approval authority. GR polled City residents asking for suggestions on a new site. Responses were Old Walker Grant/FCPS School Administration Building and the Mayfield Community Center. Mayfield Community Center is privately owned and GR will reach out to the Mayfield Community Association for contact information. She will try to ascertain amenability and availability of the Community Center. GR will communicate this information to the Electoral Board. 601 Caroline Street Suite 500 Fredericksburg. VA 22401 Email: vote@vote.fredericksburgvo.gov Web: www.fredericksburgVA.gov/Vote Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections Electoral Board Meeting Page 3 February 4, 2025 Any potential facilities must provide adequate parking and meet ADA guidelines. Vice Chair Beyer asked for comment from the Observers. Democratic Committee Chair Lecky voiced concern over parking at Mayfield. There is no need to redraw Precinct boundaries, but the new Precinct must be located within Ward 2. E. Report of the General Registrar The General Registrar's Report is attached to these Minutes as Appendix B. ELECT the 870 removed voters referenced have been canceled already. Secretary Beyer wants confirmation of the number of Cancellation Letters when they are mailed LESS stands for Local Election Security Standards Our current equipment does not meet EAC standards, which will be implemented in 2027 to have updated equipment in place for the 2028 Election. GR estimates cost of replacement all outdated equipment at once to be $150-175,000. November 2025 Primary Local Candidates on Ballots. It is noted that there is no incumbent running for City Treasurer. F. New Business Observer Wachter proposed relocation of the Walker Grant Precinct (301). Chair Walker stated this should have been brought up during the Public Comment portion of the Meeting. He did suggest she contact her Ward 3 council member. ELECT has ruled that the total number of voters in a Precinct includes Early Voters since there is no requirement for an Early Voter to continue to vote early. Splitting a Precinct would be at the discretion of City Council. G. 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, Virginia Code SS 2.2-3711 and 24.2-115(c) to discuss personnel, and Virginia Code S 601 Caroline Street Suite 500 Fredericksburg. VA 22401 Email: vote@vote.redericksburgyo.gov Web: www.fredericksburgVA.gov/ote Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections Electoral Board Meeting Page 4 February 4, 2025 2.2-3711(A)(4) to discuss voter fraud. The Motion was seconded by Secretary McLaughlin and passed unanimously. Observers dismissed: 6:34 pm. Time Into Closed Session: 6:37 pm. H. 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: 7:19 pm I. Approval of New Officers of Election Vice Chair Beyer made a Motion to approve the Officer of Election Applications with the exception of two applicants who have no voting history. Secretary McLaughlin seconded the Motion and it passed unanimously. An email was sent out to all existing Officers of Election who have not worked an Election since before 2023. Twelve Officers either did not respond or responded negatively. Vice Chair Beyer made a Motion to approve the recertification of existing Officers of Election, with the exception of those twelve inactive Officers, who will be deleted. Secretary McLaughlin seconded the Motion and it passed unanimously. J. Next Meeting Date The next Electoral Board Meeting will be on Tuesday, March 4, 2025. I. Adjournment Chair Walker adjourned the Meeting at 7:27 pm. 601 Caroline Street Suite 500 Fredericksburg. VA 22401 Email: vote@vote.fredericksburgva.goy Web: www.fredericksburgVA.goy/Vote Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections Electoral Board Meeting Page 5 February 4, 2025 Respectfully submitted, David Martin Louis McLaughlin Secretary / - - - - / M Chair Walker: - Vice-Chair Beyer: Lim Mk 2025 Secretary McLaughlin: Date: HMank 601 Caroline Street Suite 500 Fredericksburg. VA 22401 Email: Vote@vote.redericksburgya.gov Web: www.tredericksburgVA.gov/Vote Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections APPENDIX A AMENDED AGENDA Electoral Board Meeting Tuesday, February 4, 2025, 5:30 pm General Registrar's Office, Executive Plaza 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 the Electoral Board indicates that your time has expired. Observers 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 discussion of Board Agenda items or other business. A. Approval of the Agenda B. Approval of Minutes a. Electoral Board Meeting November 6-15, 2024 b. Electoral Board Meeting December 3, 2024 C. Equipment Custodian Requirements D. Replacement Precinct for New City Fellowship E. Report of the General Registrar F. New Business G. Closed Session H. Certification of Closed Session I. Approval of New Officers of Election J. Next Meeting Date K. Adjournment 601 Caroline Street Suite 500 Fredericksburg. VA 22401 Email: vote@vote.fredericksburgya.govy Web: www.tredericksburgVA.goy/Vote Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections APPENDIX B DIRECTOR'S REPORT February 4, 2025 Registration Statistics Precinct ACTIVE VOTERS INACTIVE VOTERS TOTAL VOTERS 101 4654 212 4866 201 4281 124 4405 301 5316 184 5500 401 2725 97 2822 402 2627 147 2774 Totals 19603 764 20367 ELECT NVRA List Maintenance was conducted January 27 to January 30 for people who were placed in inactive status by August 10, 2022. Removed 870 voters 2025 Confirmation mailings will be sent out 02/07/2025. Voters who do not respond by 30 days will be placed in inactive status. This mailing is sent to people with change of addresses reported to USPS and returned mail. Voters who do not vote are not places inactive status LESS DEADLINES ANNOUNCED Reports due March 1, 2025 Remediation Plan due April 1, 2025 Acknowledgement by EB and administration due May 1, 2025 Voting System Security Plan annual review and certification must be submitted on letterhead by August 29, 2025 State Board discussing moving election equipment to the new EAC standards in 2027. Budget language is in the FY 2026 state budget JUNE 2025 PRIMARY Not received the 100-day order for a primary Anticipated Ballot Republican: 3 Candidates for Lt Governor Democrat: 3Candidates for Lt Governor and 2 for Attorney General 601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: vote@vote.fredericksburgva.govy Web: www.fredericksburgVA.gov/Vote Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections APPENDIX A (page 2) Expect Low Turnout LEGISLATION TO WATCH Prohibited area to 150ft (HB 1938) Changes in how the Commissioner of Elections is appointed (HB2216) Reporting by precinct for Provisional Votes (concerned about voter privacy if only one or 2 vote in a precinct) (SB1044) Decreasing close of books from 21 days to 10 days. (basically, books will close Friday before 1st Saturday of voting) (HB1735) Only one primary in presidential years (HB1794) Extend absentee deadline to 5pm on 3rd day after election (SB760) Procedures for removal of EB and GR (HB2668) NOVEMBER 2025 ELECTION Local Candidates on Ballots o City Council Wards 1-4 No incumbent for Ward 1, 2 or 3 School Board Wards 1-4 No incumbent Ward 1 Commonwealth Attorney Sherrif No incumbent Treasurer Commissioner of the Revenue State Level o Governor, Lt Governor, Attorney General House of Delegates District 65 OFFICE MAINTENANCE Looking to install phone and computer line in the conference room Installing telephone in the middle room for security reasons 601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: vote@vote.redericksDurgvo.gow Web: www.fredericksburgVA.goy/Vote Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections APPENDIX A (page 3) Combination Lock installed on conference room door to allow people to use it when GR is not present. (Currently GR has main key) Per Retention Schedule, materials were destroyed. Budget FY2025 ACCOUNT DESCRIPTION YTD ENCUMBRANCES AVAILABLE % USED EXPENDED BUDGET C1320 C1320 Registrar Capital 10,444.99 14,450.00 8,105 75.40 01320 01320 Registrar Operating 85,214.21 1,750.00 124,706 41.10 FY2026 No news. A new finance director has started. Other News VEBA meeting at Homestead. Rooms booked and the conference registered for. Office will host meeting of VRAV Region 3 on March 14th, 2025. The Office and EB secretary attended Grand Opening of Visitor Center. 601 Caroline Street Suite 500 Fredericksburg. VA 22401 Email: vote@vote/redericsburgyo.gow Web: www.tredericksburgVA.goy/Vote Telephone: 540-372-1030 Fax: 540-373-8381