FXBG City of Fredericksburg Office of Voter Registration & Elections MINUTES Electoral Board Meeting Monday, March 10, 2025 1:00 pm Fredericksburg Public Schools Administrative Offices Attendees: Electoral Board: Chair Scott Walker Secretary David McLaughlin General Registrar: Director of Elections, Jessica Atkinson Fredericksburg City Dr. Marceline Catlett, Superintendent Public Schools: Dr. Matthew Eberhardt, Deputy Superintendent City of Timothy Baroody, City Manager Fredericksburg: Kelly Lackey, City Attorney This meeting was called to discuss the feasibility of using another Fredericksburg City Schools facility as a polling location. Electoral Board Chair Scott Walker opened the meeting by presenting a brief history of the need for establishing a new polling place for Precinct 401. In or around June 2024, New City Fellowship notified the Electoral Board of their decision to discontinue allowing Fredericksburg to use its facilities as a polling place for Precinct 401 after the November 2024 election. As there were three elections in 2024, the Electoral Board decided to defer any decisions about a new Precinct 401 until after the November 2024 election. During the November 2024 election, the Electoral Board informally surveyed Ward 401 for possible polling locations. The requirements for a new polling place include ample available parking, compliance with the Americans with Disabilities Act (ADA) for facilities, i.e., building access, and the availability of a locked room to store Election equipment overnight. They identified two possibilities: The FCPS Administration Building and the Mayfield Community Center. 601 Caroline Street Suite 500 Fredericksburg. VA 22401 Email: vote@vote.redericsburgyo.govy Web: mmisdeasbwpVaga.hae Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections Electoral Board Meeting Page 2 March 10, 2025 In a letter dated February 19, 2025, the Electoral Board presented to Mayor Devine and City Council the pros and cons of two possible viable locations regarding the relocation of Precinct 401. This letter did not reflect a preference for either site and advised that either site could be used with proper planning. Virginia code requires 90 days advance notice to move a polling place, which makes March 18 the deadline for a permanent polling location relocation. During the Electoral Board Meeting on March 4, 2025, the Electoral Board voted to petition the Virginia Department of Elections for an emergency temporary relocation of Precinct 401 to the Office of Voter Registration and Elections. GR has already sent that request to the appropriate parties. This will allow the City of Fredericksburg additional time to designate a new polling place for Precinct 401. Deputy Superintendent Eberhardt expressed concern for students' safety on polling days. The November election is always a school holiday. The June Primary is held the third Tuesday of June, which with the August start of the school year should not be an issue. There is a bill before the Governor now to move the June Primary to the first Tuesday of March during Presidential Election years only. If a June Primary is moved to March and school is in session, procedures will be developed and deployed to guarantee student safety. After a tour of the gym given by Superintendent Catlett, the decision was made to use the gym as the polling place for Ward 401, beginning in November 2025. There is ample parking just outside the gym and a locked workroom across the hall to accommodate election equipment. City Manager Baroody and City Attorney Lackey will present this issue and its history to the Fredericksburg City Council at its work session on Tuesday, March 11, 2025. The Virginia Attorney General has 60 days to respond once a formal petition to move a polling place is filed. If there is no correspondence within the 60 days, de facto approval is assumed. Notice of the new Precinct must be given to Voters 45 days before the Election. With these dates in mind, City Manager Baroody and General Registrar Jessica Atkinson set a deadline of end of May to formalize the relocation. 601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: vote@votefredericksburgva.gov Web: www.tredericksburgVA.gov/Vote Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections Electoral Board Meeting Page 3 March 10, 2025 Respectfully submitted, David Martin Louis McLaughlin, Secretary Chair Walker:, Bib Vice-Chair Beyer: absent from meeting A M. - mk Secretary McLaughlin: Date: hrilioz5 601 Caroline Street Suite 500 Fredericksburg. VA 22401 Email: vote@vote.fredericksburgva.gov Web: www.fredericksburgVA.gov/Vote Telephone: 540-372-1030 Fax: 540-373-838